Position Description Form
Office of Human Resources
Employment, Classification, and Compensation; 8000 York Rd, Towson MD 21252410-704-2162
Internal Title: / Senior Purchasing AgentDivision: / Administration & Finance / Department: / Financial Affairs/Procurement
Supervisor: / Danny Mays
(formerly Jeff Sutton) / Date revised: / 1/22/2018
Employee: / [vacant; formerly Mays, Daniel J.] / Employee ID: / [formerly: 0563710]
HR Use Only: / Classification: / SAP: / Position #:
POSITION DETAILS
Purpose of the Position:Specialized and complex professional purchasing involving planning/preparation, solicitation, evaluation, award, and administration of contracts for a wide range of services and equipment. Position administers high-dollar-value procurements, ensuring vendor compliance with terms/conditions and adherence to University System of Maryland (USM) and State of MD requirements. May work with other USM campuses to source, award, and administer system-wide contracts. May approve routine transactions and make other decisions in the absence of the Director/Associate Director, and make procurement presentations to campus leadership and outside groups.
List Job Duty/Responsibility in order of importance / % of time (ex: 4 hours/day = 50%) / Check if a "Sustainable" function (required duty even when leave is granted)
a.Solicit, evaluate, award, and exercise contracting officer authority for moderate to high-value contracts (including information technology hardware/software, IT consulting, and other complex services). Identify/screen new sources, validate customer sole-source justifications, and furnish end users with source, price, and delivery data. Lead RFP evaluation teams. Process purchase orders, change orders, and contract modifications/amendments. Prepare and interpret spreadsheets to support bid/contract analysis for awards, renewals, and modifications. / 60 / ☐
b.Provide proactive procedural/policy guidance and advice to Procurement customers to ensure fulfillment of the University's and the division's mission, goals, requirements, and schedules, and adherence to State of MD statues/regulations, Board of Public Works (BPW) advisories, USM Procurement Policies and Procedures, and best purchasing practices. / 15 / ☐
c.Coach/advise other staff on new techniques and markets, etc. as appropriate. Consult on tactical issues (e.g., project planning, choice of contracting method, optimal source, term, and contract language, etc.). Remain current on USM, State of MD, and other contracts available for use by TU clients, to optimize available resources. / 10 / ☐
d.Interpret contract/acquisition law and requirements, representing the University in vendor negotiations as necessary to resolve issues and ensure best value. Resolve procurement issues between customers and suppliers, including difficult and complex contract modifications, disputes, claims and terminations. / 10 / ☐
e.Promote the University's outreach and community partnership goals via presentations at trade shows and other business venues, serving as liaison with the business community. As necessary, represent the department at University, System and statewide forums (e.g., Board of Public Works, MD State Board of Contract Appeals) / 5 / ☐
f. / ☐
g. / ☐
h. / ☐
SUPERVISORY RESPONSIBILITIES *excluding students
Are there supervisory responsibilities, including hiring/firing authority, conducting performance evaluations, and approving timesheets? ☐Yes ☒No
If yes, list the position titles below that will report to this position (excluding students).
MINIMUM REQUIREMENTS
Completion of this section will be reviewed and confirmed by OHR. Minimum requirements for non-exempt positions are designated by the USM Job Specification. Minimum requirements for exempt positions will be reviewed in accordance with OHR practices.
Education Requirements / Work Experience Requirements
☐High School diploma or equivalent
☐Associate's degree/vocational training
☒Bachelor's degree
☐Master's degree
☐Doctorate degree
☐Professional license (list): / Type of Work Experience:
☐None
☐One year
☒Two years
☐Three years
☐Four years
☐Five or more years; specify:
Special Certification Required? ☐Yes ☒No If yes; list type: Strongly prefer professional certification, or exam-eligible within 2 years of hire; see below.
Required Knowledge, Skills, and Abilities for the position:
Knowledge of Maryland procurement statues/regulations, Uniform Commercial Code, Towson University and USM Procurement Policies and Procedures, and public-sector/higher education purchasing practices.
Skill in handling a variety of stakeholders, including campus customers, suppliers, elected/appointed officials, and the general public. Skill in managing/resolving conflict and achieving consensus. Skill in technical writing, and public presentations--including persuasive writing/speaking. Skill in training and supervising entry-level staff.
Ability to organize large amounts of data, and to quickly grasp/assess a wide variety of markets and industries. Ability to be attentive to detail despite distractions/interruptions, to work under pressure, and manage competing priorities.
Ability to represent the University effectively in a variety of public settings, and to subordinate personal feelings/preferences to group goals.
Preferences (including additional education, work experience, knowledge, skills, and abilities)
Strong preference for candidate with one or more of the following: Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Professional in Supply Management (CPSM), or Certified Purchasing Manager (C.P.M.), or exam-eligible within 2 years of hire.
Experience in higher-education or public-sector procurement strongly preferred.
ADDITIONAL INFORMATION
Specialized software utilized
(outside of Microsoft Office and Internet): / PeopleSoft Financials 9.1
Specialized machinery/equipment utilized: / PC/laptop/tablet, projector, printer, scanner, fax/copier, shredder, calculator, smartphone
Typical decisions made by this position: / Determine appropriate source selection approach (e.g., IFB, RFP) from among various USM methods. Evaluate bids for responsiveness. Determine contractor responsibility. Recommend award of RFP transactions. Resolve issues (e.g., adequacy of experience/capacity, insurance, warranties, etc.) pertinent to contract award. Resolve bidder errors/mistakes. Resolve bid protests and contract disputes. Negotiate terms of contracts. Terminate nonperforming contracts.
Consequences of serious performance errors to the university: / Sub-optimal procurement planning/decision-making leads to higher costs, project delays, and damaged relationships with the business community--and may impact state/federal funding and grant awards. Source selection errors or missed contract administration details can result in costly litigation, audit findings, and negative press--and possible loss of grant/contract funding.
Internal and external contacts: / Within the University: Customers/end-users at all levels (incl. President, vice presidents, department chairs); TU General Counsel; project managers; students in procurement courses. Outside the University: Board of Public Works; Office of the Attorney General; USM System Office staff; USM colleagues; elected/appointed officials; vendors/suppliers.
Physical demands of the position: / Position is high stress and requires focus and concentration, and setting affords limited privacy. Requires several hours of PC use each day. Site visits may require long walks, climbing and/or hard hat conditions.
Special hours of work required: / None
Additional comments:
REQUIRED SIGNATURES (employee is required to sign within two weeks of appointment)
______
Employee Date
I acknowledge receipt of the job duties and requirements as specified above.
______
Supervisor/Manager Date