Procurement Officer

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Montana State University Procurement & Contract Services provides professional procurement services for instructional, research, and administrative components of the University. The person in this position is responsible for processing purchases for MSU departments across the four campuses, including purchase requisitions, formal and informal solicitations, administration, and payment review, seeking best value, while ensuring compliance with State, Federal and MSU laws, rules, policies and procedures.

This person is also responsible for reviewing and analyzing purchase orders, collaborating with internal stakeholders for developing requirements for both formal and informal solicitations of products and services, drafting and administering various types of contracts; developing, processing and tracking contract documents, notice to intent to award, amendments, managing contract from date of award through close out; maintaining complete and accurate contract files and records; notice to proceed, amendments and purchase orders collaborating with internal stakeholders for developing requirements for solicitations of products and services; implementing procurement 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 departments/units on all four MSU campuses in accordance with state statutes, rules and regulations, and policies and procedures.
Work closely with Contract Specialist and Suppliers to negotiate terms and conditions to ensure state requirements are met.
Clearly communicate with suppliers and departments during all phases of the procurement lifecycle to maximize collaboration, and performance monitoring.
Collaborate with internal stakeholders to develop requirements for both contracts and informal and formal solicitations of products and services
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.
Guide departments to the best result 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) and in the Jaggaer system, SmartBuyMSU.
Provide four-campus departmental guidance and trainings on procurement processes and policies in person and via Teams, phone and email.
Collaborate to maintain and keep current department’s procurement instruction website and department forms and reference materials.

Required Qualifications – Experience, Education, Knowledge & Skills

Bachelor’s degree plus one year of full time (or part-time equivalent) 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.

Experience using personal computers and extensive knowledge of and ability to use Microsoft Office (Word, Outlook, PowerPoint, Teams, and Excel).

Demonstrated experience providing exceptional customer service.

Preferred Qualifications – Experience, Education, Knowledge & Skills

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

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

Working knowledge of Banner Finance system.

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

Demonstrated experience with an e-procurement software such as Jaggaer.

The Successful Candidate Will

Maintain professional 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, understand differing points of view and being fair to the customers as well as the vendors in bidding and contracting.
Be responsive, coordinating many tasks at various stages of completion and acting in a timely manner on the tasks when others provide 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.

Position Special Requirements/Additional Information

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.

This position is not eligible for sponsorship.

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?

Posting Detail Information

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Applications will be:

Screening of applications will begin on November 5, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for sponsorship.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

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.

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