Procurement and Contract Specialist, Procurement Department

About the position Join a mission-driven team that plays a critical role in delivering high-quality services to the community. As a Procurement and Contract Specialist, you will be a trusted advisor to departments across the County - shaping purchasing strategies, strengthening vendor relationships, and ensuring public funds are used responsibly and effectively. This is a high-impact, high-visibility role for a procurement professional who enjoys complex projects, values fairness and transparency, and thrives in a collaborative environment. You will lead full-cycle procurement initiatives, negotiate meaningful contracts, drive process improvements, and influence policies that support operational excellence. If you want to make a difference, strengthen public trust, and contribute to major County initiatives, this position offers both challenge and opportunity. The primary responsibilities for this position will be performed approximately 100% of the time. Will require travel to off-site locations and may include extreme temperatures and conditions). Minimal attendance at evening meetings. May assist the department with moving packages, working with copy machines, and processing mail, which requires the ability to lift up to 25 pounds. All employees are required to reside within the state of Minnesota.

Responsibilities

• Analyzes, interprets, and communicates procurement federal regulations, state statutes, county policies, and procedures for staff and stakeholders.
• Analyzes and recommends changes and/or improvements to procurement policies and procedures, templates, forms, solicitations, and contract language.
• Plans and executes all phases of direct purchase and competitive solicitation for departments, including request for quotes/proposals/bid processes. Partners with departments and lead the development of scopes, specifications, and market research to create solicitations; method selection, timeline development, solicitation drafting, publication, and electronic bidding management; guide evaluation committees, manage demonstrations and interviews, and document defensible award decisions for IFBs, RFPs, and qualifications‑based selections.
• Reviews procurements for risk and make recommendations to mitigate risk to the County.
• Drafts, negotiates, and administers contracts in collaboration with departments and legal counsel. Negotiates favorable terms and conditions for county contracts.
• Maintains procurement integrity by ensuring accurate records, supporting audits, responding to public data requests, and using analytics, e‑procurement tools, standardization, and cooperative purchasing to enhance efficiency.
• Maintains workload statistics and procurement activity reporting.
• Develops and delivers training for departments and vendors on procurement policies and procedures, solicitation preparation, contract compliance, and system usage; analyzes procurement metrics and recommend policy/process enhancements.
• Reviews and processes requisitions and purchase orders; validates funding, vendor information, and quotes; recommends value-enhancing alternatives; resolves AP/receiving match exceptions; processes vendors and purchase orders in the Enterprise Resource Planning (ERP) system.
• Attends work regularly and in a timely manner.
• Performs other duties as assigned or apparent.

Requirements

• Bachelor's degree or higher (A degree in Public Administration, Business, Business Law, Finance, Purchasing, or related field is preferred)
• Four years of progressively responsible experience in public procurement, contract administration, or a comparable professional environment.
• Valid Minnesota Driver’s License or ability to obtain within 30 days of hire.
• Reliable means of transportation to travel to multiple locations around Stearns County, some of which may not be accessible by public transportation.
• Must possess or achieve certification as a Certified Professional Public Buyer (CPPB) or National Institute of Government Procurement Certified Procurement Professional (NIGP-CPP) within three years of hire date.
• Knowledge of public procurement laws, contract law, and industry best practices.
• Skilled in mathematical concepts to support cost and price analysis.
• Skilled in verbal and written communication, with the ability to present complex or technical information clearly and positively.
• Ability to interpret and apply rules, regulations, laws, policies, and procedures.
• Ability to establish and maintain effective working relationships with departments, employees, suppliers, and other public agencies.
• Ability to make impartial and objective decisions regarding contract awards.
• Ability to demonstrate integrity and uphold strong personal and professional ethics.
• Ability to analyze data, negotiate effectively, and assess risk.
• Ability to draft clear, comprehensive, and enforceable solicitation and contract documents.
• Ability to lead evaluations, negotiate contracts, manage contractor performance, and resolve complex issues with tact and diplomacy.
• Ability to manage multiple complex projects simultaneously.
• Ability to work independently with minimal supervision.
• Ability for solid decision-making skills using sound judgment.
• Ability to commit to fairness, transparency, and continuous improvement.
• All employees are required to reside within the state of Minnesota.

Nice-to-haves

• Possess the following certifications or equivalent: Certified Public Procurement Buyer (CPPB), National Institute of Government Procurement Certified Procurement Professional (NIGP-CPP), Certified Professional Supply Management (CPSM).
• Experience in the following software systems: E-Procurement (e.g. Bids and Tenders), ERP/Finance (e.g. New World, Workday), Document Management Systems, Microsoft Office Suite, SharePoint.
• Ability to mentor staff and lead cross-functional teams.

Benefits

• Stearns County Benefits Page

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