Procurement Analyst I

PROCUREMENT ANALYST I

STATE OF MAINE JUDICIAL BRANCH

LOCATION: Administrative Office of the Courts, Portland

The State of Maine Judicial Branch welcomes motivated team members to join us in serving the communities of Maine within the court system. The Judicial Branch plays a very important role in our communities by providing a safe, accessible, efficient, and impartial system of dispute resolution. Judicial Branch employees all support this mission, in their various roles. We have 31 courts across the state and process over 130,000 cases each year in support of Maine’s almost 1.4 million residents.

The Job:

This is a responsible procurement position for handling of procurement practices for public improvement, goods, services, and subscriptions for the Judicial Branch. Contact with the public, judges, administrative and clerical staff in person or by phone requires the incumbent to utilize excellent customer service skills. Office responsibilities require extensive use of various computer systems and office equipment, as well as knowledge of basic office procedures. Travel to multiple locations throughout the state may be required.

Salary Range:

Grade 13, $26.51 to $34.52 per hour.

What We Offer:

At the Maine Judicial Branch, we value our employees, which is why we offer great benefits. In addition to competitive pay, we provide:

Work-life balance: 13 paid holidays, 2+ weeks of vacation leave, and 12 paid sick days every year.

Paid Parental Leave: 4 weeks

Gym membership and childcare reimbursement programs

Public Service Student Loan Forgiveness Program

Health insurance coverage (85%-100% employer-paid for employee-only plan)

Health insurance premium credit (5% decrease in employee premiums)

Dental insurance (100% employer-paid for employee-only plan)

Health and dependent care flexible spending accounts

Defined Benefit Pension plan contributions

Voluntary deferred compensation (retirement savings 457 Plan)

Up to $1000 Tuition Reimbursement each year

Employer-paid life insurance (1x annual salary)

Additional wellness benefits

Responsibilities:

Oversee the procurement practices of Maine Judicial Branch Employees at multiple levels

Communicate with and direct senior and junior staff through the Maine Procurement process in a professional and thorough manner.

Organize and manage procurement practices for Maine Judicial Branch facilities throughout the State of Maine.

Evaluates procurement requests, specifications, and requirements from state agencies to clearly identify procurement needs, determine appropriate process, and support agency acquisition needs.

Administers all phases of the procurement process in accordance with applicable state and federal law and procurement rules, regulations, policy, and procedures to ensure timely procurement and maintain procurement reliability.

Reviews and analyzes waiver of competitive bid requests to determine conformity to state law, rules, regulations, and policy, and to approve or deny these requests.

Professionally and tactfully inform co-workers and superiors of necessary procurement timelines and requirements.

Directs and coordinates Maine Judicial Branch procurement evaluation committees and sourcing teams to achieve equitable and fair proposals and bid evaluations and awards.

Consults with division legal counsel regarding legal issues in contract language to ensure procurement transactions meet legal standards.

Manages master agreement contract performance through quarterly business reviews and state agency surveys to ensure that contract standards are met, and high-quality goods and services are provided to all state agencies.

Prepares contract amendments, extensions, or change orders to ensure compliance with the original terms and conditions of the solicitation and contract.

Reviews complaints and conflicts between vendors and state agencies regarding procurement or contract matters to resolve differences.

Investigates and assesses validity of allegations regarding vendor performance issues to determine appropriate action in consultation with division legal counsel and management to prepare recommendations and documents in accordance with laws, rules, and contract terms and conditions.

Reviews, analyzes, and audit the substantiation of vendor payment disputes with state agencies to ensure payments comply with the contract terms and conditions.

Conducts on-site visits with state department and agency staff in order to obtain a complete understanding of any contemplated procurement need which may include, but not be limited to, program operations, specifications, delivery, quality standards, budget, and total costs.

Acts as a liaison between the Office of the State Controller and state agencies regarding waiver requests related to the encumbrance of funds utilized for procurement of goods and/or services to ensure budget authority and consistent application of laws, rules, policies, and procedures.

Formulates and analyzes total life-cycle cost and value among different competing alternatives to procure goods and services that achieve cost savings and best value.

Consults with Maine Judicial Branch Departments to assist them in monitoring and evaluating vendor performance in state agency managed goods and services contracts to ensure compliance, document performance, and facilitate the provision of best value goods and services.

Develops vendor audit criteria and materials, conducts audits, and trains state agency staff to collect relevant data and ensure consistency of vendor audit activities.

Communicates and interacts effectively in person, over the telephone, and in writing with private for-profit organizations, administrative and clerical staff, local, county, and federal agencies concerning procurement practices.

Assists with handling of procurement practices for public improvement, goods, services, and subscriptions. The practices must be handled in accordance with Title 5, Chapter 155 as well as the standard practices of Executive Branch DAFS expectations.

Communicate with relevant parties for the preparation and coordination of the RFP/RFA process.

Provide oversight and tracking related to the quote process under Title 5, Ch. 155.

Track and manage dates, renewals, and expirations of contracts throughout the State.

Understand the scope of individual contracts and manage invoices received against the services covered therein.

Assist with the handling and organizing of invoices received from vendors.

Prepare reports for the Administrative Office of the Courts, as directed.

Assists the Procurement Manager with various procurement related tasks as requested.

We’re Looking For:

Associate’s degree preferred and at least 3 years of experience in Finance, Procurement or Contract administration.

Knowledge of procedures for procurement transactions including requisitions, solicitations, purchase orders, service contracts, and any other procurement method and procedures needed to obtain goods and services.

Knowledge of state procurement laws, regulations, methods, and procedures.

Knowledge of effective negotiation and relationship building techniques.

Knowledge of principles of finance and accounting.

Knowledge of e-procurement systems and other electronic procurement tools, and standard computer software utilized in the procurement process.

Knowledge of contract administration, category management and the development and execution of master agreements.

Knowledge of state agency programs and services related to procurement needs.

Knowledge of the principles and methods of conducting advanced market research and benchmarking data collection and analysis.

Ability to analyze and summarize data related to procurement contracts and to make decisions and solve problems from that data.

Ability to interpret, apply, and explain applicable procurement laws, rules, policies, procedures, and strategic plan objectives.

Ability to communicate effectively with a wide variety of customers, internal stakeholders, vendors, suppliers, and any other parties involved in the procurement process.

Ability to write clearly and effectively.

Ability to complete work with accurate attention to detail.

Ability to interact effectively with court staff, judges/justices, in a variety of situations and circumstances while maintaining excellent customer service skills.

Ability to understand and follow oral and written instructions.

Ability to perform basic mathematical functions and accurately track expenses and funds.

Ability to understand procurement procedures, legal documents, laws, and legal factors pertaining to the State of Maine.

Ability to maintain confidentiality of sensitive Judicial Branch information.

Ability to perform required tasks with minimal supervisory oversight.

How to Apply:

Cover letter, resume, and online application must be submitted online at

The Judicial Branch is an EEO/AA employer.