The Washington Department of Fish and Wildlife (WDFW) is dedicated to protecting native fish and wildlife, and providing sustainable fishing, hunting and wildlife viewing opportunities for millions of residents and visitors. Working throughout the state, WDFW’s employees–field biologists, enforcement officers, land stewards, lab technicians, customer service representatives and others—manage hundreds of fish and wildlife species, maintain nearly a million acres of public wildlife lands, provide opportunities for recreational and commercial fishing, wildlife viewing and hunting, protect and restore habitat and enforce laws that protect fish and wildlife resources. Learn more about us at www.wdfw.wa.gov .
The Department of Fish and Wildlife is recruiting to fill one (1) full time permanent Procurement and Supply Specialist 2 position within the Technical and Financial Management Program, Contracts and Purchasing Division. The duty station for this position is in the Natural Resources Building in Olympia, Washington.
This position directly contributes to the Department each day by providing employees and vendors the advice, guidance and services required to meet all purchasing, inventory & surplus guidelines that are required by federal and state laws. They also ensure that all agency purchases follow all applicable Department of Enterprise Service (DES), WDFW and Federal purchasing policies and rules. This ensures WDFW is in compliance with procurement laws, meets audit standards and is able to continue receiving needed supplies and materials on a timely basis. This position reports to and supports the Contracts and Purchasing Manager by serving as a Purchasing Officer responsible for providing oversight on all activities related to procurement within WDFW. The Purchasing Officer will have functional responsibility for Information Technology Purchasing but will be expected to be able to support purchasing request from all Programs when other staff are absent or when emergencies occur.
This position performs many required procurement and inventory functions for WDFW that directly support the agency Programs in their specialized work. They take bids and follow procurement policies and procedures so that they can provide the equipment, supplies and the timely documentation that is required to meet the many unique WDFW procurement needs found both in the field and within offices throughout the State.
Manages, Negotiates and Fulfills Procurement Requests Responsible for all procurement related functions that are required by law, rule or regulation. Contacts and negotiates with potential parties to any procurement request, or, when legally required, manages the procurement through the Office of State Procurement. Ensures visibility and vendor satisfaction with procurement processes used by WDFW. Ensures procurement terms and conditions are agreed to and if issues are noted resolves these. Prepares solicitations and coordinates the evaluation of bids and proposals with project managers who are requesting contracted services within the scope of their program area. Obtains all necessary approvals of parties for the procurement. Coordinates with the Fiscal Office on payment coding, encumbrances, payments and vendor credits/refunds. Responsible for ensuring that all negotiations and agreements for WDFW comply with State of Washington contract and legal requirements, applicable federal regulations, any special program requirements and all state purchasing and accounting regulations. Assists with special procurement assignments and with resolution of procurement issues such as those related to emergency purchases or procurements not approved by the Purchasing Office. Manages Procurement Reporting and Compliance Issues Works directly with WDFW program staff, DES, the State Auditor and other state, federal, and local entities to ensure on-going compliance with procurement rules and laws. Assures compliance with the terms of master contracts when used and resolves problems concerning the obligations of either party to the contract. Works to settle vendor claims and issues. Provides assistance on submitting documents, reports, justifications and other electronic information to a variety of federal and state contract and purchasing systems. Ensures federal records such as assurances, debarment lists and program specific requirements are kept up to date and that rules changes occurring in the Washington State Purchasing manual are broadcast to staff in agency. Ensures Quality and Performance Monitors and maintains procurement data so that all performance management related aspects of purchasing are available for review. Maintains timeliness and quality for assigned WDFW Programs. Performs quality assurance reviews and reports of Procurement activities. Uses the results to help develop improvements to the quality, manageability and work flow process for WDFW Procurement. Surpluses and dispose of all used materials in accordance with state rules and coordinates these with DES. Ensures all purchases that meet the inventorial guidelines are issued tags and that they are placed in the WDFW asset management system. Works with individual project managers on best practices and provides group or one-on-one training opportunities on the basics of procurement related to their work. WORKING CONDITIONS: Working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours; most tasks will involve sitting at a desk and working on a computer. Incumbent must be able to work amid distraction. This position normally works 8:00 am-5:00 pm, Monday-Friday, but may be required to work occasional weekends and evenings, depending on workload. UNION NOTICE : This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE), which contains a “union security” provision. This means that, as a condition of employment, you must either join the union and pay union dues, or pay the union a representational or other fee within 30 days of the date you are put into pay status.
The competitive candidate will possess the following competencies and attributes: Effective Communicator -Participates in work groups and interprets rules and regulations adopted by DES to provide expert advice on purchasing, inventory and surplus guidelines to WDFW. Promptly answers questions from field staff and vendors. This task is accomplished by answering phone calls, assisting staff when they come into the office, responding to e-mails and providing one on one or group training when needed or requested. Compliance -Ensures WDFW staff is in operational compliance with state laws and agency policies related to procurement, inventory management and surplus materials. Ensures all orders are in compliance with rules and regulations adopted by DES and WDFW policies and procedures and before processing the orders. This is accomplished by reviewing the Washington Purchasing Manual as needed, working with the DES Office of State Procurement, checking on-line contracts, taking bids and making sure documentation of competition(if required)is in place. Time Management -Reviews and processes assigned acquisitions within a 3 day turn-around time frame. Manages program requests properly by processing orders and meeting fiscal timelines for prompt payment and close out deadlines. This task is accomplished by meeting the fiscal office requirement of processing orders within three days of receiving the paperwork and coordinating the payments to the vendors. Trainer -Provides training to department employees on purchasing. Provides information on purchasing, inventory and surplus guidelines. This task is accomplished by directing employees to: established contracts, state guidelines, agency policies and agency "how to" and help guides on the Intranet. Order Fulfillment -Responsibilities include review and processing of program orders in compliance with rules adopted by DES, issuing of inventory tags and processing and disposal of surplus materials. This has multiple facets; determining if orders can be combined, determining if orders will require a field order, requisition or placed on line, determining if orders will require state inventory tags and assign and prepare if needed, determining whether surplus requests need to be processed on in-house forms or through GA electronic surplus and complete as needed. Desired Qualifications: Preferred candidates will have:
Bachelor's Degree in Business Administration, Public Administration, procurement, logistics, supply management or closely allied field AND one (1) year of full-time purchasing experience for a government entity; OR
An Associate of Arts Degree in Purchasing Management, Business Administration or closely allied field AND two (2) years of full-time purchasing experience for a government entity; OR
Two (2) years of experience as a Procurement and Supply Specialist 1. Knowledge of: supply and equipment procurement, control and accountability; business arithmetic; large scale stock control; inventory records, both machine and manual.
Ability to: write clearly defined business correspondence; handle telephone conversations effectively; deal tactfully with State employees and business representatives.
To apply for this position you MUST complete your profile at www.careers.wa.gov and attach the following in order to your profile before completing the online application:
A cover letter describing how you meet the qualifications of this position (generic cover letters will not be accepted).
A current resume (please make it succinct).
Three (3) professional references (personal references do not count as professional references). Please do not include any attachments other than the ones requested above. Please note: Failure to follow the above application instructions will result in disqualification. E-mailed documents will not be accepted in lieu of attaching your documents to the online profile. Upon submission of your online application, you will immediately receive a confirming e-mail. You will then be notified via e-mail of your status during the process. In addition to the e-mail notifications, you can check the status of your application at any time by visiting your online profile at www.careers.wa.gov . Due to the high volume of applications that we receive, we ask your understanding and encourage you to use the online process and avoid calling for information. Please note that initial screening will be solely based on the completeness of application materials submitted and the contents and completeness of the “work experience” section of your application in NeoGov. A resume will not substitute for the “work experience” section of the application. The information provided in your application must support your selected answers in the supplemental questions. Responses not supported in your application may disqualify you from consideration for employment in this position. All information will be verified and documentation may be required. The Department of Fish and Wildlife is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.
State of Washington - 12 months ago
Whether it's helping a vulnerable child, making highways safer or restoring salmon habitat, the work that we do matters to the people of...