Duties

The Court Services Office (CSO) seeks an experienced Program Analyst (Acquisition) to serve as a contracting officer representative to oversee procurement functions of purchasing of equipment, goods, and services to ensure maximum benefits from the expenditure of funds that assist with coordinating and monitoring the annual budget process. The incumbent will manage, perform or develop policies and procedures for professional work involving the procurement of supplies, services or research and development using formal advertising or negotiation procedures, the evaluation of contract price proposals, maintain a tracking system of all contract activity, and the administration or termination and close out of contracts.

The incumbent will serve as CSO's meeting coordinator, planning off-site conferences by arranging and executing logistical requirements including, but not limited to, assisting with developing the requirements, preparing requests for proposals, assisting with evaluating proposals once received, contacting properties to determine availability, maintaining rooming lists, participant rosters, printing orders, and issuing travel authorizations.

The incumbent will also perform procurement activities requiring knowledge of procurement policies and practices. The procurement activities include preparing complicated specifications, negotiating service contracts, conducting in-depth research, analyzing options, communicating the results of the analysis, preparing significant and large purchase orders, and making recommendations to senior managers, supervisors and staff on matters that take into consideration procurement and financial issues.

The duties of this position include, but are not limited to:

Assisting the Business Support Division Chief with overseeing and managing all purchasing activities and coordinating supply and delivery of items from vendors to meet office needs; assessing requests for goods and services by ensuring they are allowable under limitations, restrictions, and policies and determines availability of funds; and obtaining and reviewing competitive bids, quotes, and proposals from vendors and contractors while meeting appropriate procurement guidelines.

Serving as CSO's meeting coordinator in all areas of meeting preparation and presentation by assisting in the planning of meetings, participating in establishing meeting objectives; managing all aspects of conference registration such as serving as the point of contact for on-site registration of participants, database maintenance, managing cancellations and post conference evaluations, registration analytics and documentation; and consulting with appropriate staff to budget meeting expenses and conducting site evaluations of potential spaces.

Assisting the management of contracts within the office by reviewing contracts and contract files, providing training, and mentoring to peers, providing recommendations to upper management regarding the establishment of standards, new workflows, and recommending new financial management projects and providing a detailed plan and schedule.

Ensuring files are established and maintained for every solicitation, contract, and purchase action, except credit card purchases; and ensuring files follow the Guide to Judiciary Policy .

Researching procurement, administrative, and operational questions, problems, trends, and areas for efficiencies/improvements related to the data being developed and analyzed.

Ensuring thorough personal involvement and rigorous enforcement of sound acquisition lifecycle practices; reviewing acquisition plans and complex solicitations to ensure that terms, provisions, and clauses properly encompass unique and unconventional situations; and drafting policy documents to include acquisition policy, templates, standard operating procedures and preparing and presenting training on various acquisition topics, as necessary.

Collecting, reviewing, auditing, and analyzing data and information regarding operations, hotel contracts and activities, budget and financial data, and other similar statistical data; and developing a variety of reports based on historical and current data, including statistics on procurement activities.

Reviewing procurement expenditures within other divisions to ensure compliance with budget and make recommendations as to additional amounts to be obligated or de-obligated for budget planning purposes.

Reviewing current year and prior year open obligations and provide quarterly reports to senior management reflecting the status of open orders.

Requirements

Conditions of Employment

CONDITIONS OF EMPLOYMENT

All information is subject to verification. Applicants are advised that false answers or omissions of information on application materials or inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.

Selection for this position is contingent upon completion of OF-306, Declaration of Federal Employment during the pre-employment process and proof of U.S. citizenship for competitive status positions or conversion to a competitive status position with the AO. If non-citizens are considered for hire into a temporary or any other position with non-competitive status or when it is confirmed by the AO Human Resources Office there are no qualified U.S. citizens for a competitive status position (unless prohibited by a law or statue), non-citizens must provide proof of authorization to work in the U.S. and proof of entitlement to receive compensation. Additional information on the employment of non-citizens can be found at USAJOBS Help Center | Employment of non-citizens / . For a list of documents that may be used to provide proof of citizenship or authorization to work in the United States, please refer to Form I-9, Employment Eligibility Verification .

All new AO employees will be required to complete an FBI fingerprint-based national criminal database and records check and pass a public trust suitability check.

New employees to the AO will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights/responsibilities, visit https://www.e-verify.gov/ .

All new AO employees are required to identify a financial institution for direct deposit of pay before appointment.

You will be required to serve a trial period if selected for a first-time appointment to the Federal government, transferring from another Federal agency, or serving as a first-time supervisor. Failure to successfully complete the trial period may result in termination of employment.

If appointed to a temporary position, management may have the discretion of converting the position to permanent depending upon funding and staffing allocation.

Qualifications

Applicants must have demonstrated experience as listed below. This requirement is according to the AO Classification, Compensation, and Recruitment Systems which include interpretive guidance and reference to the OPM Operating Manual for Qualification Standards for General Schedule Positions.

Specialized Experience : Applicants must have at least one full year (52 weeks) of specialized experience which is in or directly related to the line of work of this position. Specialized experience is demonstrated experience (1) preparing requests for qualifications, proposal, and quotation documents; (2) completing various forms used in the procurement process and maintaining related records; and (3) researching and interpreting guidelines, rules, regulations, and policies related to purchasing.

Highly Desired:

• Knowledge of procurement and property management procedures, guidelines, policies, practices, and protocols.
• Knowledge of general government procurement policies and procedures.
• Knowledge of office needs and usage of supplies, equipment, and services.
• Knowledge of conference planning and preparation.
• Knowledge of financial systems and protocols needed to maintain purchase order information and invoice payment processing.
• Ability to interpret and implement federal judiciary guidelines and policies on purchasing.

Applicants with the following certification is highly desirable:

• Contracting Officer Contracting Program Certification.

Education

This position does not require education to qualify.

Additional information

The AO is an Equal Opportunity Employer.