Associate Director of ARPA Procurements - Public Service Coordinator II

DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES

OFFICE OF STATE PROCUREMENT

-LIMITED PERIOD POSITION-

Opening Date: November 19,2024

Closing Date:  December 5, 2025

Job Class Code: CA32
Grade: 32
Salary: $77,896.00 - $110,073.60
Position Number: 004601232

JOB DESCRIPTION

The Associate Director of ARPA Procurements’ primary focus is to provide consultative, professional advice, expertise and guidance to agencies and staff related to grants, solicitations, awards, negotiations, contracting and the review of ARPA and procurements of goods, supplies and services, in accordance with ARPA and federal guidelines and Maine Procurement Statute and Rule. Responsibilities include providing professional support and sound contractual advice to all stakeholders involving ARPA and federally-funded contractual services, consultants, equipment, supplies, leases and other applicable activities. This is a non-supervisory role. This position reports to and serves at the direction of the Chief Procurement Officer and is responsible for the development, implementation and monitoring of the strategic plan for ARPA and related procurements. The Associate Director of ARPA Procurements regularly exercises independent judgment on important matters affecting the agency’s operations as it relates to these federally-funded grants and programs. This position may provide leadership for selected activities, but the primary focus is to provide consultative expertise.

REPRESENTATIVE TASKS: (A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned).

Advise agencies and staff on the timely procurement of ARPA/federally-funded goods, supplies and services needed, as well as the timely award of grants in accordance with the Maine Procurement Law:

• Ensure the research of market sources and vendors to locate and secure the most cost effective and competitive pricing for the purchase of supplies and services.
• Monitor and advise the final decisions on contract awards, protests, and claims of all procurement activities.
• Formulate, in conjunction with customers, short- and long-term strategic procurement plans in order to maximize buying power and minimize inefficiencies.

Ensure compliance with all ARPA, federal and state guidelines, applicable laws and procurement policies and procedures by reviewing and monitoring associated procurements conducted by any designee, division or official:

• Maintain the integrity of the public procurement process.
• Ensure purchasing practices are consistent, open and designed to encourage maximum competition and best value procurements.
• Serve as public procurement official and technical expert to executive management.

Collaborate with Division of Procurement Services staff:

• Coordinate activities and projects with the Division’s Internal Management Team. 
• Delegate authority and related tasks appropriate with staff qualifications and existing workload through the appropriate channels.
• Effectively communicate ARPA procurement policies and procedures to staff and interpret said policies and procedures as necessary.
• Partner in the development and oversight of ARPA/federal training for internal and external stakeholders.

Maintain open communications with the supplier community to provide a comprehensive understanding of the procurement practices and maintain supplier confidence:

• Participate in supplier outreach activities as needed.

Perform other related duties to ensure the accomplishment of the strategic priorities of the Division of Procurement Services:

• Prepares reports and testimony in order to inform the Chief Procurement Officer for presenting information, testimony, and analyses at meetings, conferences, public events, and before the Legislature.
• Receives, evaluates, and acts on emergency ARPA procurement requests to the Division issues in order to respond to and resolve emergencies efficiently and effectively.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED: (These are required to successfully perform the work assigned).  

Demonstrated knowledge of:  

• Federal and State laws and statutes governing procurement, budgeting, and contractual agreements
• Government procurement and source selection methodologies
• Contract formation, negotiations, and administration
• Maine Procurement Statute and Rule
• Centralized and cooperative procurement organizational structures
• Fundamentals of expenditure control, general accounting practices, and business law
• Contractual language, negotiations, and dispute mediation
• Pertinent business and contract law
• Customer/supplier relations
• Personal computers/software

Comprehensive skills in:  

• Preparing highly complex specifications, solicitations and contract documents
• Solicitation techniques
• Auditing, research and analysis, and report preparation
• Negotiating
• Written and oral communications, including public speaking
• Problem solving
• Interpersonal relations
• Training experience
• Business and technical writing
• Time management and multitasking
• General office procedures

Proven ability to:  

• Develop effective and cooperative working relationships with key internal and external stakeholders
• Provide strong leadership and direction, clearly defining objectives and motivating employees to accomplish department responsibilities
• Analyze commodity requirements, interpret market prices and trends, and apply interpretations to procurement issues
• Negotiate contracts for professional and non-professional services and supplies.
• Select, train, motivate and evaluate staff
• Exercise independence, discretion and sound judgment
• Maintain confidentiality
• Analyze fiscal data
• Write clearly and accurately
• Adapt to rapidly changing priorities and conditions in a fluid environment
• Make sound and ethical decisions regarding contracts and contract law issues
• Adhere to all Departmental rules, regulations, policies, and procedures

Possess the following:

• Knowledge of administration and management principles, practices, and techniques.
• Knowledge of large-scale purchasing and warehousing methods and procedures.
• Knowledge of State purchasing requirements, procedures, and forms.
• Knowledge of personnel law and rules and state performance appraisal system.
• Ability to manage a program involving the procurement, storage, and delivery of a variety of supplies, services, materials, and equipment.
• Ability to meet and deal tactfully and courteously with department heads and/or their representatives, vendors, suppliers, legislators, agency employees, and the public.
• Ability to conduct special studies and assignments and prepare correspondence and reports as required.
• Ability to direct and oversee the work of assigned employees.

MINIMUM QUALIFICATIONS

• Bachelor's degree from an accredited college or university (candidates with degrees in public administration or a related field will be scored more favorably.)
• Minimum of seven years progressively-responsible experience in public procurement, with at least three years of director-level responsibilities including experience in high-level/complex contract negotiations. And, at least two years of education/training experience is required.

Special consideration will be given candidates with procurement training from nationally-recognized, governmental procurement organizations and/or from accredited colleges/universities and proven experience in direct procurement support and training of state agencies. And, those with experience in federal program compliance, including familiarity with federal and state guidelines, applicable laws and procurement policies and procedures.

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).
• Retirement Plan – The State contributes the equivalent of 18.09% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). 

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

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