Procurement & Contract Assistant

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Job Description:

The purpose of the Procurement & Contract Assistant, is to support purchasing and contracting staff with acquiring supplies, products, and services using established procurement methods, maintain accurate personnel records while handling confidential and sensitive information with care, review and analyze contract requests to ensure sufficient information is provided to develop clear Contracts and Statements of Work,
and partner with ODHS accounting staff and managers to resolve questions related to payments, invoicing, and receiving. If you’re ready to contribute to meaningful work and grow your career in public service, we encourage you to apply and become a valued member of our team.

As a Procurement and Contract Assistant, you will:

• Purchase standard products and services for Office of Contracts and Procurement.
• Maintain personnel records and handle confidential information appropriately.
• Review and analyze contract requests to ensure sufficient detail for Contracts and Statements of Work.
• Work with ODHS accounting staff and managers to resolve payment, invoicing, and receiving issues.
• Coordinate purchasing requests, respond to vendor/customer concerns, and negotiate resolutions.
• Provide administrative support for OregonBuys, including user setup, access changes, workflow maintenance, cleanup, and reporting.
• Offer technical support and training to staff; review processes for compliance and suggest improvements.
• Assist with recruitments in Workday, schedule interviews, prepare interview materials, and process hiring forms.
• Maintain and review payroll and timekeeping records.
• Manage records by maintaining, organizing, and archiving electronic and physical files.
• Respond to Public Records requests related to solicitations and contracts in accordance with applicable laws.
• Participate in emergency preparedness activities and coordinate related tasks for OC&P.
• Enter DAS work order requests through TRIGRIA for building maintenance/services and requesting or revoking ID badge access.
• Identify and address discrepancies or issues in processes to ensure accurate data entry and electronic document storage.

• If selected as a finalist, we will conduct a criminal history and background check. Adverse criminal history or background check may lead to disqualification. Additional background check information.
• The Oregon Department of Human Services does not offer visa sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 form confirming authorization to work in the United States. ODHS will use E-Verify to confirm that you are authorized to work in the United States.  

• Two years of clerical-support experience in related fields such as general business, accounting, contracts, purchasing, or project administration support.
• Associates degree or higher will substitute for the experience.
• A one-year certificate in supply chain, logistics management, procurement, or a related field will substitute for one year of experience.

We are looking for candidates with:

• Experience processing public requests.
• Experience with procurement and contracting processes and procedures.
• Experience in purchasing using SPOT Cards or purchase orders.
• Experience in organizational and time management, attention to detail, accuracy and multitasking skills.
• Experienced in delivering clear, professional, and effective communication over the telephone, in writing, and in person.
• Experience in input, update, correction and retrieval of data.

Attention all candidates! A cover letter is required as part of the application. In your cover letter, please describe how you meet the essential attributes and minimum qualifications for this position. This information will be used to determine whether you meet the minimum qualifications and essential attributes. Failure to submit the required cover letter will result in disqualification of your application.  

• Please upload a resume or complete the work history profile. Note: Your resume and cover letter may be uploaded in the Resume/CV field on the online application.
• If you are selected as the final candidate and a degree is listed as a minimum qualification for the position, please be prepared to provide verification of your completed education before moving forward in the hiring process.
• The use of outside resources such as Artificial Intelligence software during applicant skill assessments, examinations, and/or interviews is prohibited unless otherwise stated by the hiring agency. Unauthorized use of outside resources during the hiring process will result in disqualification.
• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an educational institution during the application process.  

• General office environment.
• Employee must have the ability to work with a high degree of independence.
• Employee may have to perform important projects under short timelines and competing priorities.
• Some overnight travel may be required to complete various types of purchasing and contracting tasks.
• Employee must be able to stand for up to four hours at a time for the purpose of conducting various Purchasing and Contracting tasks including assisting in training seminars.
• Employee must be able to lift and transport boxes as well as equipment weighing up to 40 pounds per item.
• Hybrid Work Schedule will be considered in filling this position. This position will be required to come into the Salem office 2 or 3 days per week. The ability to report to an office more frequently is required when training, business or operational needs are dependent on onsite activities. 

• ODHS Employee Resource Group communities that promote shared learning.
• Cost of Living Adjustments.
• Annual salary increases (until you reach the top of the listed salary range).
• Amazing benefits package.
• Possible eligibility for the Public Service Loan Forgiveness Program.  

Veterans’ and Oregon National Guard preference:

• Eligible Veterans and Oregon National Guard servicemembers (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. 

• This is a permanent, full-time position and is represented by the Service Employees International Union (SEIU).  
• This recruitment may be used to fill future vacancies in the same classification.  

We invite you to contact the recruiter for accommodation requests under the Americans with Disabilities Act (ADA), application questions or job-specific questions.

• The recruiter for this position is Nora Leyva Esquivel. If you contact the recruiter, please include the job requisition number: REQ-207738.
• Email: Nora.L.LEYVA-ESQUIVEL@odhs.oregon.gov
• Phone (call or text): 503-269-4222