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Montana State University Procurement Officer in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 21357

For questions regarding this position, please contact:

Cheri Toeniskoetter

Classification Title Purchasing Agent

Working Title Procurement Officer

Brief Position Overview

The person in this position is responsible for processing purchases for the MSU MilTech and TechLink departments including purchase requisitions, bid solicitations, administration and payment, seeking best value, while ensuring compliance with State, Federal and MSU laws, rules, policies and procedures.

Position Number 4M1458

Department Procurement Services

Division VP for Information Technology

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary Salary range of $21.00 to $23.00 hourly, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

Montana State University Procurement Services provides professional purchasing services for instructional, research, and administrative components of the University. The person in this position is responsible for processing purchases specifically for the MilTech and Techlink departments. Some incidental processing for other MSU departments across the four campuses may be included as needed. Responsibilities include purchase requisitions, bid solicitations, administration and payment, seeking best value, while ensuring compliance with State, Federal and MSU laws, rules, policies and procedures. MilTech is a Department of Defense Partnership Intermediary. MilTech’s Mission is to accelerate the transition of new technology to the U.S warfighter. TechLink is a national Partnership Intermediary for the Department of Defense and the sole, national Partnership Intermediary for the US Department of Veterans Affairs (VA). TechLink’s primary purpose is to link companies nationwide with Federal research labs for technology transfer agreements. In addition, this person will assist in the training of purchasing staff, provide purchasing training to internal MilTech/TechLink staff, assisting with requirements, and attending vendor meetings. This person is also responsible for preparing purchase orders, contracts, procurement instruments; developing bids for products and services; evaluating and implementing purchasing policy and procedures; performing administrative tasks and related duties as required.

Duties and Responsibilities

  • Lead complex university procurement processes for a wide range of high cost items and services for MilTech and Tech Link departments in accordance with state statues, rules and regulations, and policies and procedures.

  • Negotiate terms and conditions with vendors to ensure department’s requirements are met. Manage vendor communications, posting and sending out solicitations and responding to questions.

  • Develop complex Invitation for Bid ( IFB ) and Request for Proposal ( RFP ) documents, purchase orders and contracts that comply with all applicable laws, regulations and policies. Be able to guide departments to the best results to enhance the competitive process of bidding to arrive at the best value for the organization.

  • Review accounting transactions to ensure compliance with procurement policies and work with departments to make corrections as needed. Manage encumbrances for issued purchase orders/contracts in the accounting system (Banner).

  • Develop and deliver both informal and formal training for all MilTech and Techlink staff as well as across all four campuses on procurement services.

  • Embedded within MSU Procurement Services, collaborate to stay current on procurement policies, laws and procedures. Maintain and keep current department’s purchasing instruction website. Ensure contracted vendor and ordering information is up to date and other duties as needed.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Bachelor’s degree and work experience in a customer service setting with technical document and presentation writing, research and project management skills or an equivalent combination of education and experience.

  • Demonstrated experience in processing business transactions and preparing the associated documents with a very high level of attention to detail.

  • Demonstrated experience providing complex instructions and guidance, demonstrating strong communication skills both verbally and in writing.

  • Demonstrated experience using personal computers and demonstrated experience using spreadsheets, word processing, and e-mail software.

  • Demonstrated experience providing exceptional customer service.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Relevant knowledge of the State of Montana’s procurement processes, including Montana Code Annotated ( MCA ) and Administrative Rules of Montana ( ARM ).

  • Demonstrate experience interpreting and applying state or other government laws, and administrative rules, division or department policies.

  • Relevant working knowledge of Banner Finance or similar system.

  • Demonstrated experience delivering effective training both one-on-one and in large group settings.

    The Successful Candidate Will

  • Have the ability to use communication and actions that are most likely to have the desired effect on individuals or a group of individuals.

  • Be a critical thinker and be able to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to a problem and apply the most appropriate course of action.

  • Be an active listener and provide full attention to individuals inside and outside the organization, understanding various points of views, and asking appropriate questions to gather pertinent facts to arrive at a course of action.

  • Provide leadership and be able to influence others to provide guidance to committee/team players (inside and outside the organization) for the best result.

  • Be ethical, understanding differing points of view and being fair to the customers as well as the vendors in bidding and contracting.

  • Communicate clearly, giving precise information to people inside and outside the organization to convey the correct agency rules/laws for the best results.

  • Be responsive, coordinating many tasks at various stages of completion and acting in a timely manner on the tasks when others provide the pertinent information to move forward.

  • Develop complete documentation, gathering information from relevant sources, recording information, maintaining written and electronic files and data and sharing the information appropriately.

  • Establish and maintain interpersonal relationships that are constructive and cooperative inside and outside the organization.

  • Be able to write effective contracts in English with knowledge of procurement/ contracting terms and clauses and when to use them appropriately.

  • Remain competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by supervisor or required by the University.

    Position Special Requirements/Additional Information

    Continuation of employment is contingent upon availability of funding.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed in this description are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Number of Vacancies 1

Desired Start Date Upon successful completion of search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Review of applications will be on a continual basis and will continue until the position is filled.

Special Instructions

Successful candidate must be able to comply with the federally mandated requirements of U.S. export control laws, which may require proof that candidate is a U.S. person. Per 22 CFR §120.15, U.S. person means a person who is a lawful permanent resident as defined by 8 U.S.C. 1101(a)(20) or who is a protected individual as defined by 8 U.S.C. 1324b(a)(3).

This position may require the ability to obtain a Security Clearance, pass the Department of Homeland Security ( DHS ) Suitability requirements to obtain DHS security credentials, and/or meet other government-defined restrictions appropriate for work level and access. Other security-related requirements will include receiving favorable background checks by state and federal agencies pursuant to federal law and regulations.

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples ( .

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.

MSU ’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: ( .