Contract Specialist, Senior

Description

STATE OF IDAHO
MILITARY DIVISION
Human Resource Office (HRO)
State Personnel Branch
4794 General Manning Avenue, Building 442
Boise, Idaho 83705-8112
Telephone: (208) 801-4276

STATE VACANCY ANNOUNCEMENT

Registers established from this announcement may remain valid up to one year to fill vacancies within the same classification.

                      ANNOUNCEMENT NUMBER:                   24-68-MN

                      AREA OF CONSIDERATION:                     Restricted to current Officers, Warrant Officers, and Enlisted Members (O-4 and below, any Warrant, any Enlisted) in the Idaho National Guard (IDNG) or those eligible for membership. (Military membership is a condition of employment)

                      POSITION TITLE:                                        Contract Specialist, Senior

                      PAY GRADE:                                                   NGA-11

                      POSITION CONTROL NUMBER:           1097

                     CLASS CODE:                                                 20131

                     SALARY RANGE:                                           $35.29 to $45.88 hourly ($73,399 to $95,435 annually) - Starting Pay typically is at Step 1, $35.29/hour

                     FLSA CODE:                                                    Administrative Exempt

                     DUTY LOCATION:                                         Idaho Military Division, Purchasing and Contracting Office, Boise, Idaho, Gowen Field - not remote

                     TYPE OF POSITION:                                    Military Nonclassified; Army or Air; Officer; Warrant; Enlisted

                     COMPATIBLE MILITARY FIELD:               Not Applicable

The HRO State Personnel Branch will not forward non-qualifying or incomplete application packets for consideration – ensure to attach all required information as specified below. PLEASE READ THE ENTIRE ANNOUNCEMENT BEFORE APPLYING.

Applications will be accepted through 4:59 PM MST on the posting end date. 

State of Idaho Employees: When searching for a new career within the state, browse and apply through Luma Opportunities. Applying through the State External Career website will cause duplicate profiles and will slow the processing of your application for a new job. Internal candidates should always use Luma Opportunities.

YOUR APPLICATION PACKET MUST INCLUDE:

• Military Division Mandatory Questions – Attachment of your individual responses to mandatory questions for all applicants
• Qualifications - Attachment of your individual responses to each of the Mandatory Requirements and each Knowledge, Skills and Abilities (KSAs) specified in this announcement under QUALIFICATION REQUIREMENTS. Attach document/pdf to your application with all your responses. This is required to assess you meet all requirements for consideration. If not provided, your application will be considered INCOMPLETE.
• Documentation identified as a Mandatory Requirement – When required, attach copies of educational diplomas, transcripts, or training certificates; or professional licenses, certifications or registrations.
• Optional: Attach a resume and/or other supplemental documentation to support your qualifications.

MILITARY DIVISION MANDATORY QUESTIONS:

(1) Except for minor traffic offenses, have you ever entered a plea of guilty, no contest, or had a withheld judgment to a felony offense? If YES please explain on a separate paper and attach it to your application.

(2) Do you certify that I am a U.S. citizen, permanent resident or a Foreign National with authorization to work in the United States

QUALIFICATION REQUIREMENTS: Applicants must attach to their application individual responses addressing each requirement separately.

Mandatory Requirements (conditions of employment) Provide the requested information, address your willingness and ability to meet the applicable condition and/or how you meet the requirement.

Provide your individual responses in an attachment to your application addressing each requirement (1-4) separately.

(1) Must be a member of the Idaho National Guard. Provide your military grade, job title, MOS/AFSC/AOC and unit of assignment. 

(2) Must have and maintain a valid and unrestricted state issued driver’s license (from any state). Provide your driver’s license number, issuing state, license expiration date, and the full name specified on the license. (Do not provide a copy of your driver’s license.) 

(3) Must have, or be eligible to obtain, and maintain a favorable ANACI/T3 (SECRET) Federal Background Investigation. If a selected candidate does not have a current favorable ANACI/T3, as a condition of employment he/she must submit to the investigation process immediately upon hire/appointment. (At a minimum, a favorable suitability determination by the State Security Manager is required prior to appointment into this position.) 

(4) Must have the required education and months of specialized experience indicated below. Identify and respond to the highest level for which you qualify/meet all stated requirements. (Attach supporting documentation to your application; unofficial transcripts are acceptable.) 

• a. To qualify at the NGA-11 / Advanced Level: 
  
• • • 36-months of broadening contracting experiences and competencies that provided full working knowledge and skill in contracting principles and procedures to include the following tasks: Procurement in Pre-Award and Award Contracts, Simplified Acquisition Procedures, Small Business Socio-Economic, Delivery Order/Task Order, Contract Administration, Government Purchase Card Program. As a condition of continued employment in the NGA-11 position, the incumbent must complete 72-hours of instructor led procurement/contracting training and/or education within 24-months of hire. 
    • Education substitutable for qualifying contracting experience: 24-semester hours, in any combination, of the following coursework may substitute for up to 12-months of contracting experience: Accounting, Business, Finance, Law, Contracts, Purchasing, Economics, Industrial Management, Marketing, Quantitative Methods, or Organization and Management. 
• b. To qualify at the NGA-9 (Trainee Grade) / Intermediate Level: 
• • • 24-months of functional contracting experiences and competencies that provided knowledge of contracting principles and procedures to include the following: Procurement in Pre-Award and Award Contracts; Simplified Acquisition Procedures; Small Business Socio-Economic; Delivery Order/Task Order; Contract Administration; Government Purchase Card Program. As a condition of continued employment and grade advancement, the incumbent must complete 56-hours of instructor led procurement/contracting training education within 12-months of hire. 
    • Education substitutable for qualifying contracting experience: 24-semester hours, in any combination, of the following coursework may substitute for up to 12-months of contracting experience: Accounting, Business, Finance, Law, Contracts, Purchasing, Economics, Industrial Management, Marketing, Quantitative Methods, or Organization and Management. 
• c. To qualify at the NGA-7 (Trainee Grade) / Basic Level: 
• • • 12-months of specialized experience that provided an understanding of the basic principles and concepts of National Guard Procurement business and/or Contracting Program requirements and certifications. As a condition of continued employment and grade advancement, the incumbent must complete 28-hours of instructor led procurement/contracting training education within 12-months of hire; 56-hours of instructor led procurement/contracting training education within 24-months of hire; and Level One Certification within 24-months of hire. 
    • Education substitutable for qualifying contracting experience: 24-semester hours, in any combination, of the following coursework may substitute for 12-months of specialized experience: Accounting, Business, Finance, Law, Contracts, Purchasing, Economics, Industrial Management, Marketing, Quantitative Methods, or Organization and Management. 

Knowledge, Skills and Abilities (KSAs)
Applicants must have 36-months (NGA-11), 24-months (NGA-9), or 12-months (NGA-7) of specialized experience performing related to the duties as specified below. In your detailed, individualized responses describe your civilian and military education, training, and work experience as it relates to each KSA that demonstrated your related experience. KSA responses assist in verifying your qualifications and determining the best-qualified applicants.

Provide your individual responses in an attachment to your application addressing each requirement (1-7) separately.

(1) Knowledge of directly applicable statutory provisions, regulations, and procedures to be able to perform well-defined and well-precedented procurement functions. 

(2) Knowledge of commonly used contracting methods and contract types sufficient to perform pre-award, post-award, and/or contract price/cost analysis functions when the contract actions are well-defined and well-precedented. 

(3) Knowledge of commercial business practices and market conditions that relate to the technical and program requirement to assist customers in developing requirements and to evaluate proposal responsiveness, contractor responsibility and contractor performance. 

(4) Knowledge of formal advertising sufficient to solicit proposals to procure a variety of requirements ranging from standard to specialized services, commodities or construction. 

(5) Knowledge of contract price/cost analysis techniques sufficient to perform basic analysis for firm fixed-price or similar contracts, when historical pricing data and precedents are applicable. 

(6) Knowledge of contract negotiation techniques sufficient to negotiate or administer contracts where the contracting actions are well-defined and well-precedented. 

(7) Knowledge of report writing techniques to present factual information clearly, write procurement memoranda, and draft contract provisions and supporting documentation. 

SUMMARY OF DUTIES: Refer to the position description below.

CONDITIONS OF EMPLOYMENT:
a. Each person hired will be required to provide verification of eligibility to work in the United States and may be subject to a criminal background check.
b. Refer to the position description for the Mandatory Requirements for this position.
c. Military Nonclassified employees are required to comply with military standards and wear the appropriate uniform.
d. Incumbent must be a current member of the Idaho National Guard. Loss of military membership or compatible military grade/status will result in loss of employment. 
e. The State of Idaho, Military Division is an Equal Opportunity employer. Selection for this position will be made without regard to race, color, religion, national origin, sex (including gender identity, sexual orientation, and pregnancy), genetic information, political affiliation, marital status, and disability or age (which does not interfere with job accomplishment or job eligibility based upon the position description Mandatory Requirements). Appropriate consideration shall be given to veterans in accordance with applicable state and federal laws and regulations.

PERSONNEL MANAGER CERTIFICATION: The title, series, grade, duties and responsibilities are complete and accurate as written and a current or projected vacancy exists as advertised.

                                                                                 Gloria A. Duncan
                                                                                 Supervisory Human Resource Specialist
                                                                                 Military Division – State Personnel Branch

Applications accepted online only (State employees should apply after logging in to Luma). If you are unable to apply online, please contact the HRO office by phone 208-801-4276 or email [email protected] to discuss alternative options.

Thank you for your interest in employment with the Idaho Military Division.

By submitting your application, you are certifying all answers and statements are true and complete to the best of your knowledge. You understand that should an investigation disclose untruthful or misleading answers, your application may be rejected, name removed from consideration, or employment with the State terminated.

JOB TITLE: CONTRACT SPECIALIST, SENIOR
POSITION CONTROL NUMBER: 1097
CLASS CODE NUMBER: 20131
SALARY GRADE: NGA-11

INTRODUCTION: This position is assigned to the Purchasing and Contracting Office, functioning within the State of Idaho – Military Division. The primary purpose of this position is to perform a wide range of acquisition and contracting duties for standard or specialized services, commodities, architecture and engineering (A & E) and construction contracts, including pre-award through post-award and contract closeout, using State of Idaho and Idaho Military Division (IMD) contracting policies and procedures. Contract amounts may be up to $1.5 MM each, and contractual performance times include multi-year periods.

DUTIES AND RESPONSIBILITIES:

1. Performs state contract administration functions in support of Idaho Military Division activities. Performs contract administration independently where contract actions are well defined, as well as complex state contracting transactions from initiation to recommendation of contract method for a variety of acquisitions which frequently require special handling, revisions and/or other specialized terms. 

2. Plans acquisitions for standard or specialized services, commodities and/or construction contracts where specifications are standardized within established competitive markets, and where price competition exists. Reviews requisition package for adequacy and completeness of description, consistency and compliance with administrative, regulatory and procedural requirements. Exercises initiative and judgment in developing and coordinating the procurement package. Contacts requesters to resolve discrepancies and ambiguities. Provides guidance to customers in the development of the statement of work/performance work statement and data requirements. Determines appropriate contract type and method of procurement based on the nature of service required, urgency of need, estimated cost, market conditions and applicable procurement policies and regulations. Develops procurement plans by reviewing previous history, market conditions and specifications or technical data packages. Duties are performed independently within established procedures and with assistance provided on new or unusual assignments. Under close review of supervisor, incumbent is responsible for a variety of contracts which may require special handling provisions or other specialized terms and conditions, some of which cover a period of more than one year. 

3. Develops solicitations, evaluates responses and makes award recommendations. Compiles complete bidders’ list from qualified applications, knowledge of suppliers, contacts with trade associations, Small Business Administration, or other sources. Prepares and issues solicitation documents selecting appropriate clauses, ensuring clear and complete specifications, including packing and delivery requirements or other routine supplemental stipulations. Uses primarily firm fixed price or similar contracts when historical and precedent data are available. Performs detailed analysis of responses to solicitations, including price reasonableness, requests for pre-award surveys, adequacy of competition, compliance with solicitation, and probability of meeting requirements. Evaluates prospective contract price utilizing basic price analysis techniques to analyze common contracts by research and review of available historical and precedent data, manufacturer’s catalogs, current labor rates, and standard industrial cost and price data. On negotiated procurements, contacts offers or contractors to negotiate prices that appear either excessive or underestimated, to request earlier delivery date or closer conformance to specifications, or similar matters. Determines financial responsibility and performance capability of offers through review of past bids and awards, requests for performance and/or analysis of pre-award survey information, and/or limited price or cost analysis for which a considerable amount of historical and precedent data are available. Prepares recommendation for award, documenting reasons for decisions and justifying basis for award. Award recommendations are reviewed by the Contracting Officer, prior to signature for documentation, judgment, and compliance with policies and procedures. Drafts final contract, including specifications and all other special and standard clauses for signature. Enters all contractual information into a contract writing system software database. 

4. Prepares Invitation to Bid (ITB) for sealed bidding or Request for Proposals (RFP) for negotiated acquisitions, ensuring that all required terms, conditions, special provisions, item descriptions and regulatory/ statutory requirements are included. Identifies potential sources and publicizes proposed requirements. Arranges and conducts pre bid, pre¬ negotiation meetings, and on-site visits with contractor representatives, customers and other interested parties. 

5. Monitors contract performance and performs contract administration. Monitors contract performance through telephone conversations, correspondence, site visits, inspections, progress reports, progress meetings, and analysis of contractor metrics for compliance with performance standards, applicable laws, delivery schedules, payment provisions, inspections, progress reports, and other requirements stated in the contract. Conducts conferences with contractors to clarify issues on contractual requirements such as billing procedures, material submittals and socioeconomic clauses. Negotiates extension of delivery schedules, price adjustments, modifications to the contract and similar agreements when precedents are well-established, and the contractor’s and government’s bargaining positions are close. Prepares contract modifications, administrative change order documents and supporting memoranda for all contract actions, including terminations. Identifies potential problems and makes recommendations to be considered. Analyzes allowable costs in accordance with well-established methods and guidelines. Reviews completed official contract file to determine that all contractual actions are satisfied, there are no pending administrative actions to be resolved, all file documents are signed, there are no litigation actions pending, and the contract is complete in every respect and ready to be closed. Serves as a central point of contact on assigned acquisitions to respond to inquiries and resolves routine discrepancies/problems or assists in resolving technical problems. 

6. Provides advice and assistance to others relating to contracting work and prepares correspondence. Provides advice, guidance, training and assistance to technical or program personnel, customers, functional commanders, and/or contractors whenever information is needed, or issues need to be resolved. Establishes working relationships with program and contractor management personnel. Assists Contracting Officer by performing a variety of tasks. Prepares letters, memoranda, documents, or reports that support contractual actions or recommendations. 

7. Represents the Contracting Officer in his/her absence within allowable delegated authorities. May participate as a member of a committee or other designated work group, as determined by the Contracting Officer. 

8. May perform supervisory responsibilities. When assigned, provide supervision for assigned subordinates. Plans, schedules, assigns, and reviews work. Establishes priorities and deadlines, explains work requirements, methods and procedures as needed, and reviews work in progress and upon completion. Advises the State Contracting Officer of anticipated vacancies, increased workloads or other circumstances requiring replacement of staff or reassignment of work. Advises and counsels subordinate employees, develops performance standards, appraises employees not less than annually, recommends or effects disciplinary measures as necessary, and consults with supervisor and/or the Human Resources Office to resolve employee complaints. Advises the State Contracting Officer regarding training and development needs of subordinates. Reviews and considers personnel actions requested by subordinates. Coordinates personnel and position actions with the Human Resources Office, as needed. Promotes a respectful workplace that complies with the policies of the Adjutant General. Observes and ensures compliance with all EEO, security, and workplace safety practices, policies and regulations at all times. Maintains a safe and drug/alcohol free workplace. 

9. Performs other related duties and projects as necessary or assigned. 

SUPERVISORY CONTROLS: Works under general supervision of the Contracting Officer who assigns work by defining objectives, priorities, and deadlines, and indicates any special considerations or unusual requirements. The incumbent is responsible for planning and carrying out recurring assignments and for exercising judgment in the selection of supporting data, industry sources and contracting techniques to be followed within established procedures. Incumbent recognizes technical problems such as inadequate justification or deviations from normal procedures and confers with the supervisor to resolve them after searching precedents to develop a recommended solution. Completed work is usually presented in the form of a recommendation for action and is reviewed prior to signature or negotiation to assure soundness of analysis, good business judgment, compliance with procurement procedures and adequacy of results. The methods used in arriving at the end results are reviewed for results achieved. Guidelines, precedents, and written policies exist for procurements or contracts assigned; and historical data is pertinent to the evaluation of prices and basic elements of cost. Contractual actions generally require adaptation by the incumbent (e.g., clarification of the statements of work/performance work statement, adaptation of clauses or provisions to fit the requirement, or similar requirements). The incumbent uses judgment in interpreting guidelines, adapting procurement procedures, and/or recommending approaches or solutions for specific problems.

PERSONAL WORK CONTACTS: The incumbent's contacts include Purchasing and Contracting co-workers, Idaho Military Division state staff, legal personnel, engineers, and officials/managers and staff of the using activities; representatives of NGB, U. S. Department of Labor, and State of Idaho Department of Labor, Division of Purchasing, and Division of Public Works; and high-ranking personnel within the contractor's operations.

WORK CONDITIONS/ PHYSICAL EFFORT: The majority of work is sedentary and performed in a well-lit, climate-controlled office environment. May require occasional lifting of light items such as office equipment, files or supplies up to 25 pounds. .

FLSA Overtime Code: A (Administrative Exempt; straight time) NGA-11 & NGA-9 
                                            C (Covered; time and one-half) NGA-7
EEOC: A01 (Administrative)
WCC: 9410
JULY 2024

• State Benefits:

  The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

  EEO/ADA/Veteran:

  The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.
  

  The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].

  Preference may be given to veterans who qualify under state and federal laws and regulations.

  
  

  *Benefits may not be applicable for temporary or seasonal positions.