Procurement Specialist

ABOUT US

The Howard County Public School System (HCPSS) is one of the leading school systems in Maryland and the nation. To learn more about us and our 2024 -2029 Strategic Plan, please visit our website and our careers page. Join our award-winning workforce and make a difference in the lives of our students!

ABOUT THE APPLICATION PROCESS

Before you begin, please read the job posting below carefully including the Application Requirements specific to this position. Be sure your application reflects experience and education required to meet the minimum and any preferred qualifications listed. Our application guide includes detailed instructions to assist you. Once your application has been submitted, you will not be able to add documentation or make any changes.

Please note that application submission will be available only through 11:59 PM on the date prior to the indicated end date. If no end date is indicated, the posting will remain open indefinitely.

Job Posting End Date:

Reminder: Current permanent and temporary employees must apply through the Jobs Hub in Workday, not the external career site.

DESCRIPTION 

Under the direction of the Purchasing Manager, the Procurement Specialist is responsible for preparing solicitations for the procurement of supplies, equipment and services, conducting pre-bid meetings, and preparing award recommendations for the Howard County Public School System (HCPSS) Board of Education. The Procurement Specialist works closely with school system staff, suppliers, and contractors to ensure projects and products comply with delivery and contractual provisions.   

MINIMUM QUALIFICATIONS 

A combination of education and experience may be considered. 

Education:

• Bachelors degree from an accredited college or university or the equivalent combination of education and experience. 

Experience:

• Four years of experience in the procurement field including at least three years of experience working in one or more of the following types of procurement maintenance and facilities, construction professional services and/or transportation. 

PREFERRED QUALIFICATIONS 

The ideal candidate for this role will also possess a combination of the additional qualifications below. If you don’t meet every one of the preferred qualifications, we still encourage you to apply, as we welcome applications from candidates with diverse backgrounds and experiences. 

Education:

• Bachelor’s degree from an accredited college or university in business administration, supply chain management, operations management, or a related field. 

Experience:  

• Experience in PreK-12 public education or government setting  

• Experience with Workday, eMaryland Marketplace Advantage system or another procurement management software.  

• Experience with COMAR Title 21 and other Maryland state procurement laws, regulations, policies and procedures. 

Certifications/Licenses:  

• Possession of a Certified Procurement Professional (NIGP-CPP), Certified Public Procurement Officer (CPPO), or Certified Professional Public Buyer (CPPB) certification. 

ESSENTIAL POSITION RESPONSIBILITIES 

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. 

• Prepare solicitations for the procurement of supplies, equipment and services through an open and competitive process.  

• Utilize the Internet to post the Procurement Office’s solicitations, contract awards and other pertinent information for the public and for HCPSS personnel. 

• Prepare award recommendations for the Board of Education.  

• Conduct pre-bid meetings, oral presentations, etc. with suppliers and contractors. 

• Work closely with various departments and staff to develop bid documents and resulting contracts to meet their specific requirements.  

• Work closely with the Finance and other departments to resolve conflicts and to ensure timely processing of payments.  

• Work closely with the school system staff as well as vendors and contractors to ensure that all projects comply with delivery and other contract provisions.  

• Work closely with contracted professional consultants including architects and engineers.  

• Uphold and enhance the standing of the Procurement Office by maintaining a sound standard of integrity in relationships with contractors and with HCPSS personnel. 

• Process purchase orders, and develop critical reports and processes by way of the school system’s Workday software. 

• Develop and maintain adequate controls, records, and file. Other procurement related duties as assigned. 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities  for success in this position, not an exhaustive or comprehensive list.  

Knowledge  

• Knowledge of public procurement principles, practices, policies, and procedures related to competitive bidding, contracting, and purchasing.   

• Knowledge of local, state, and federal procurement laws, regulations, and ethical standards governing public sector purchasing.   

• Knowledge of contract administration, vendor management, and solicitation development processes.   

• Knowledge of purchasing methods including Invitations for Bid (IFB), Requests for Proposal (RFP), and cooperative purchasing agreements.   

• Knowledge of financial and accounting practices related to procurement, budgeting, invoice processing, and expenditure tracking.   

• Knowledge of inventory control, records management, and document retention requirements.   

• Knowledge of automated procurement and financial systems, including enterprise resource planning (ERP) software such as Workday.   

• Knowledge of construction and professional services procurement processes involving architects, engineers, and consultants.   

• Knowledge of market research techniques, pricing analysis, and sourcing strategies.   

Skills  

• Skilled in preparing clear, accurate, and comprehensive solicitation documents, contracts, specifications, and procurement reports.   

• Skilled in analyzing bids, proposals, pricing, and supplier qualifications to determine responsiveness and responsibility.   

• Skilled in conducting pre-bid conferences, vendor meetings, oral presentations, and negotiations.   

• Skilled in resolving procurement-related issues, vendor disputes, and payment discrepancies in a professional and timely manner.   

• Skilled in maintaining procurement records, files, and internal controls with a high degree of accuracy and organization.   

• Skilled in utilizing procurement software, database systems, spreadsheet applications, and internet-based procurement tools.   

• Skilled in developing procurement recommendations and presenting findings to management and the Board of Education.   

• Skilled in managing multiple projects, priorities, deadlines, and procurement activities simultaneously.   

• Skilled in collaborating with internal departments, vendors, contractors, consultants, and stakeholders to achieve procurement objectives.   

Abilities  

• Ability to interpret and apply procurement laws, regulations, policies, and contract provisions consistently and accurately.   

• Ability to develop and maintain effective working relationships with school system personnel, vendors, contractors, consultants, and the public.   

• Ability to exercise sound judgment, discretion, and integrity in procurement activities and supplier interactions.   

• Ability to communicate effectively both orally and in writing with diverse audiences.   

• Ability to analyze complex procurement issues and recommend practical, cost-effective solutions.   

• Ability to maintain confidentiality and handle sensitive procurement information appropriately.   

• Ability to monitor contract compliance and ensure adherence to delivery schedules and contractual requirements.   

• Ability to work independently while also functioning effectively as part of a collaborative team environment.   

• Ability to prepare detailed reports, recommendations, and correspondence with accuracy and professionalism.   

• Ability to adapt to changing priorities, procurement regulations, and organizational needs. 

ADDITIONAL REQUIREMENTS  

Working Hours 

• The duty day for this position is 8 hours including a one hour duty-free lunch.  

APPLICATION REQUIREMENTS 

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be considered.  Resumes will not be accepted in lieu of a completed application.  
Supplemental Application Questions 

This position requires applicants to provide responses to the below supplemental application questions to determine whether you meet the minimum and preferred qualifications. Please upload your responses in a separate file to the supplemental application questions section of the application. 

1. Please describe your procurement experience. Specifically, describe your experience in the following areas: maintenance and facilities, construction professional services and/or transportation.  

2. Please describe your procurement experience in PreK-12 public education or government setting. 

3. Please specify the procurement management software you have experience using (ex.Workday, eMaryland Marketplace Advantage system or another procurement management software).  

4. Describe your experience applying COMAR Title 21 and other Maryland state procurement laws, regulations, policies and procedures.  

5. Do you possess any of the following certifications?: Certified Procurement Professional (NIGP-CPP), Certified Public Procurement Officer (CPPO), or Certified Professional Public Buyer (CPPB) certification. 

SELECTION CRITERIA 

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the position qualifications and the needs of the school system.  

Applicants may be required to complete a skills assessment prior to or during the interview process. 

EMPLOYMENT INFORMATION 

Compensation

This is a 12-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. The current salary range for this position is Grade 25 on the Technical Central Office and School Based salary scale, $72,086 - $120,893. Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is exempt from overtime.   

Retirement 

Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment for all employees who meet the eligibility and membership criteria defined in the State Personnel and Pensions Article and the Code of Maryland Regulations (COMAR). A qualifying employee cannot reject membership, nor can an ineligible employee elect membership. The annual contribution to the pension plan will be 7% of an employee’s annual salary.  

Benefits

HCPSS offers a comprehensive benefits package for eligible employees. Information about additional benefits such as paid time off can be found in the negotiated agreement for employees in this bargaining unit. 

Pre-Employment Requirements 

Professional references will be contacted prior to any offer of employment. Recommended candidates will be  to provide references from current and recent supervisors. 

All employees, regular and temporary, must be fingerprinted, have a criminal background investigation completed, and successfully complete the Maryland Employment History Review, pursuant to Section 6-113.2 of the Education Article, Annotated Code of Maryland. In addition, some positions will require completion of a physical examination and/or drug testing. 

Anyone offered employment is  to provide proper identification and documentation of eligibility for employment in the United States. HCPSS participates in E-Verify and does not offer employee sponsorship. 

For questions regarding this posting, please contact Philip Wentt (philip_wentt@hcpss.org) OR humanresources@hcpss.org. 

EQUAL OPPORTUNITY EMPLOYER

To request an accommodation during the application or interview process due to a documented disability, please email humanresources@hcpss.org.

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability,  sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.