Job Description

Position Information
Announcement Number STAFF - VA - 26086
For questions regarding this position, please contact:
Cheri Toeniskoetter
406-994-3212
Classification Title Purchasing Agent
Working Title Contract Specialist
Brief Position Overview
Procurement & Contract Services administers professional procurement and contract administration for the four MSU campuses, by ensuring fair competition, maximizing the purchasing value of public funds, and providing leadership and services for innovative, responsive and accountable public procurement. This position's role is to mentor University Departments in contracting procedures, negotiate terms, and provide contract oversight and management of University contracts.
Position Number 4M1458
Department Procurement Services
Division University Business Services - Financial Services
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Eligible
Salary $27.00 per hour, commensurate with experience, education, and qualifications.
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
The person in this position is responsible for contract review for MSU departments across the four campuses while ensuring compliance with State, Federal and MSU laws, rules, policies and procedures; however, MilTech's agreements will take priority. MilTech is a Department of Defense Partnership Intermediary.
Duties and Responsibilities
Consultation

• Provide contracting guidance and instruction to ensure accuracy and compliance with contracting policy. Assist with preparation or prepare these forms as needed.
• Review vendor agreements at all dollar amounts to identify problems. Notate issues with terms and provide suggested language on agreement. Work with department and vendor to negotiate to mutually agreeable terms, collaborating with MSU Legal when necessary.
• Provide consultations to departments on specialized aspects of contracting such as prevailing wage laws, warranties, workers' compensation and independent contractor requirements, federal contracting terms and requirements, partnership intermediary agreements (PIAs) and insurance requirements.

Procurement and Contracting

• Develop statements of work and contract terms through research.
• Evaluate bidder's exceptions to University's terms and conditions on the invitation for bid or request for proposal; negotiate deviations with vendors and requesting department, consulting with MSU Legal and UIT when necessary.
• Investigate reports from contract liaisons of vendor performance issues to identify any contract breeches from agreed contract terms and conditions.
• Review, update, prepare, and approve all contracts to ensure contract conforms to all current laws, rules, and policies.

Customer Relations

• Participate in large and small forums describing University contract policy for both internal and external stakeholders. These may include training sessions to departments and individual meetings with department contacts or potential vendors.
• Assist contract liaisons with monitoring current contracts for contract compliance (i.e. security, insurances, term of renewal, etc) and assist departments with performance resolution as needed.
• Research regulation to guarantee contracts are updated & in compliance with federal & state laws, administrative rules, agency policies & procedures.
• Identify potential cost savings to the University by promoting use of state term contracts.
• Participate in regular meetings with MSU Legal, and well as MilTech

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.

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).

• 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.

The Successful Candidate Will

• Have the ability to use 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, understanding differing points of view and being fair to the customers as well as the vendors in bidding and contracting.
• Communicate clearly, giving precise information to people inside and outside the organization to convey the correct agency rules/laws for the best results.
• Be responsive, coordinating many tasks at various stages of completion and acting in a timely manner on the tasks when others provide the 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.
• Establish and maintain interpersonal relationships that are constructive and cooperative inside and outside the organization.
• Be able to write effective contracts in English with knowledge of procurement/ contracting terms and clauses and when to use them appropriately.
• Experience using personal computers and extensive knowledge of and ability to use Microsoft Office (Word, Outlook, PowerPoint, and Excel).

Position Special Requirements/Additional Information
Successful candidate must be able to comply with the federally mandated requirements of U.S. export control laws, which may require proof that candidate is a U.S. person. Per 22 CFR 120.15, U.S. person means a person who is a lawful permanent resident as defined by 8 U.S.C. 1101(a)(20) or who is a protected individual as defined by 8 U.S.C. 1324b(a)(3).
This position may require the ability to obtain a Security Clearance, pass the Department of Homeland Security (DHS) Fitness requirements to obtain DHS security credentials, and/or meet other government-defined restrictions appropriate for work level and access. Other security-related requirements will include receiving favorable background checks by state and federal agencies pursuant to federal law and regulations.
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.
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? No
Posting Detail Information
Number of Vacancies 1
Desired Start Date At the completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on October 21, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
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.
Applicant Documents
Required Documents * Resume

• Cover Letter

Optional Documents

Skills Required