Contracts Coordinator

Initial Posting Date:

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Salary: $3,776.00 - $5,232.00 per month, or $45,312.00 - $62,784.00 per year.

Opportunity is knocking! Apply today! Contracts Coordinator

Job Description:

The Oregon Medical Board (OMB) is looking for an exceptional candidate to serve as the agency designated procurement officer, responsible for contracts and procurements and to provide support to the Administrative Services section through a wide variety of clerical work. The successful candidate must be a self-starter with excellent organizational, planning and project management skills, able to work independently, setting and achieving work goals, while keeping supervisor appropriately informed. The duties of this position require flexibility and the ability to properly prioritize work to meet competing deadlines. This announcement is for a permanent, full-time position, represented by SEIU. During the initial training period, the employee will be required to report to our offices in downtown Portland. After successfully reaching proficiency, the employee would be eligible to request a hybrid work schedule with up to two days a week working remotely.

The OMB understands the necessity of work-life balance and fosters a culture that supports it. Our office is on the waterfront in beautiful downtown Portland, overlooking the Willamette River, and great view of Mt. Hood. Numerous public transit options are within quick and easy access.  Community is a strong focus within the agency and ensures our staff feel included and supported in all aspects of their work.

The mission of the Oregon Medical Board (OMB) is to protect the health, safety, and wellbeing of Oregon citizens by regulating the practice of medicine in a manner that promotes access to quality care. The OMB licenses, regulates and investigates Oregon medical doctors, doctors of osteopathic medicine, podiatrists, physician associates and acupuncturists. Collectively, they are referred to as “licensees.” The Board licenses, monitors, disciplines and educates its licensees to assure their fitness and competence to serve the people of Oregon. For more information about the OMB, visit our website.

This recruitment will be used to establish a list of qualified candidates to fill the current vacancy, and may be used to fill future vacancies as they occur.

Benefits of working for the State of Oregon and the OMB team (What’s in it for you):

• Rewarding work in a productive and collaborative environment, where your work makes a difference.

• Colleagues who are passionate about public service.

• Work/life balance, 11 paid holidays a year, and generous leave including paid sick leave, vacation, and personal leave.

• A competitive benefits package that offers comprehensive medical, dental, and vision plans for the employee and their qualified family members.

• Membership in our pension and retirement plans.

• Get There – Oregon’s easy-to use carpool matching tool and trip planner.

• Live, work and play in Portland, Oregon.

Here’s what you will do:

You will serve as the agency contracts coordinator and designated procurement officer, as well as the administrative coordinator, helping to promote smooth and efficient office functioning. Specifically, you will:

• Serve as the designated procurement officer, the main resource for purchasing supplies, furniture, and equipment as well as developing all personal, professional and trade service contracts. Ensure that content and format are consistent with current Oregon Statutes (ORS), Oregon Administrative Rules (OAR), Department of Administrative Services (DAS) guidelines, and agency policies.

• Develop documents for OregonBuys system and advertisements, write bid grading criteria, and ensure that OregonBuys entries are made according to current procedures. Use OregonBuys to research available contracts and utilize as necessary and appropriate.

• Develop and execute expert witness contracts for medical consultants.

• Work with DAS support to process unique contracts.

• Serve as contract administrator for various agency-issued contracts.

• Serve as Procurement Card Custodian and Designated User.

• Review and track software license agreements for compliance with state rules and policies.

• Prepare materials for agency Continuity Planning purposes, coordinate regular updates to the agency Continuity of Operations Plan and continuity of operations planning meetings. Prepare and distribute minutes from the meetings.

• Perform research and prepare reports as needed.

• Draft various types of documents for internal and external audiences, including memos and letters, reports, and responses to complaints about Board policy or actions.

• Serve as agency facilities coordinator, handling and resolving routine staff complaints about office or building facilities by requesting the appropriate service from the appropriate source and performing other facilities-related tasks.

What we’re looking for:

MINIMUM QUALIFICATIONS

Two years of clerical-support experience in related fields such as general business, accounting, contracts, purchasing, or project administration support.

Associate 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.

Candidates who are the most competitive will possess the following skills, background, and areas of expertise: (Desired Attributes)

•             Experience in contracts and procurement. 

•             Experience organizing and prioritizing a high volume of work.

•             Experience interpreting, explaining, and adhering to complex laws and rules.

•             Experience drafting professional business documents, reports, policies and procedures.

•             Experience remaining productive and taking initiative for tasks with little direction from others.

•             Experience accomplishing work that may be repetitive with a positive, team oriented, and professional approach.

•             Preference may be given to candidates with a State of Oregon Procurement Certification, such as the Oregon Procurement Basic Certification (OPBC), or a national certification.

•             Preference may be given to candidates with contracts and procurement experience with the State of Oregon.

•             Preference may be given to candidates with experience using OregonBuys.

Please ensure that you clearly demonstrate in your application materials that you meet the qualifications listed and that you follow all instructions carefully. Errors or omissions may impact your rating or result in you not being considered for the job.

ADDITIONAL REQUIRED MATERIALS:

You must attach to your online application the following:

1) Current resume

2) Cover letter (2-page limit)

Please attach these documents in the “Resume/CV” section of the application.

HOW TO APPLY:

• External Applicants Click on the “Apply” button and submit your application. Click this link to see the “What you need to know to get the job” page.  

• Please visit the State of Oregon job opportunities webpage to submit your application for the position, which includes your current cover letter and resume.

  • Internal Applicants (current State of Oregon employees): Apply through your employee Workday account.  See “What you need to know to get the job” page. At the time of application, please attach your current cover letter and resume.

  • Get Noticed! Help your application rise to the top! Your candidate profile, cover letter and resume are the perfect place to display your interest in the position and highlight the skills and experience you will bring, making you the best candidate for the position. If requested, please be sure to attach your cover letter and resume.

  • Only candidates who meet the qualifications and have work experience most closely meeting what we’re looking for will be moved forward in the selection process.

  • Applicant submissions will be screened for consistency of information and reviewed for communication at a professional level with attention to detail, proper grammar, spelling and punctuation.

  • Transcripts and Certifications must be from an accredited institution and will be required at time of interview.

  • All application materials must be received by the closing date and time posted on this announcement. Click here to find “What you need to know to get the job”.

  • Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.

AFTER YOU APPLY:

• Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete those tasks or actions before the job announcement closes. These can be found under the “My Applications” section.

• Be sure to check both your email and Workday account for updates regarding this recruitment.

VETERANS’ PREFERENCE

Oregon state government provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235.  If you are eligible and requesting veterans' preference, you may receive an additional questionnaire in your Workday account after you submit your application. In order to receive Veterans’ Preference, you must complete the questionnaire in your Workday account, preferably before the application deadline but no later than date of interview. In order to ensure your privacy, we are asking that you complete the Veterans’ Questionnaire and attach your qualifying military documents at that time. This questionnaire will be sent to your Workday account after you submit your application.

• Please be sure to monitor your Workday account frequently, as all communication regarding application status will be sent to your Workday account. You may be asked to submit additional information after the initial application.

• For questions about documentation, please contact the Oregon Department of Veterans’ Affairs at 1-800-692-9666.

CRIMINAL BACKGROUND CHECK

Employment is contingent upon the outcome of a state and national criminal record check which will include fingerprints. Your fingerprints will be used to check the criminal history records of the FBI. Any history of criminal activity will be reviewed and could result in the withdrawal of the offer or termination of employment. You have the opportunity to complete or challenge the accuracy of the information contained in the FBI identification record. The procedure for obtaining a change, correction, or updating an FBI identification record are set forth in Title 28, CFR, 16.34. You can find additional information on the FBI website at https://www.fbi.gov/about-us/cjis/background-checks.

Additional information:

• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement, or need an alternate format to apply, please contact Jessica Bates at Jessica.Bates@omb.oregon.gov or 971-673-2697.

• Please visit the Oregon Job Opportunities Webpage for more helpful information regarding the application process, Workday tips and resources, job opportunities across the State, and more!

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6.95%. Please review the Classification and Compensation page for more details, or you may visit our website for information on Pay Equity.

• Note that all hires to State of Oregon government will be offered a salary step within the pay range based on the outcome of a pay equity review.

• NOTE: This position requires that you obtain and maintain CJIS (Criminal Justice Information Services) clearance.

• The Oregon Medical Board 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. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet Agency employment eligibility standards.

Helpful Links & Resources

How to Set Job Alerts | Workday Applicant FAQ | What You Need to Know to Get the Job

Candidates from diverse backgrounds are encouraged to apply.  The Oregon Medical Board is an equal opportunity, affirmative action employer, committed to equity and workplace diversity. The OMB values hiring a workforce representative of the communities we serve, understanding that a diverse workforce revitalizes our state. We value diversity and foster a positive and welcoming environment where all employees can thrive.