PA I - Department of Natural Resources, Division of Reclamation, Mining & Safety, Inactive Mine Reclamation Program
(2014-04 - 2025-12)
Coordinate the organized flow of reclamation construction solicitations, including preparing bid documents and bid solicitation packages for the work unit procurement process by serving as a liaison to IMP Project Managers and external prospective bidders. Process technical submittals received from IMP Senior Project Managers, including preparation, copying and posting all bids by electronically distributing bid solicitation documents in proper format.
- Timely and properly post and advertise for construction bids, pre bid meetings, post bid amendments, and hold bid openings by analyzing and interpreting existing business processes, procurement rules, and staff construction scheduling
- Post all bidding and bid amendment documents, specifications and drawings; schedule and post solicitation announcements on the State Vendor Self Serve (VSS) website
- Coordinate with work unit project managers, including updates of bid amendments and all bidding and bid opening notices
- Determine the solicitation documents for a construction contract or construction purchase order is complete and in proper format for website posting
- Aid in determining and setting solicitation posting schedule by complying with purchasing laws and regulations, fiscal rules, State Buildings programs rules and regulation and department procedures
- Provide technical quality assurance instruction to field project managers on the proper type of solicitation and associated requirements to use for a given procurement
- Advise staff on the method to utilize before documents are submitted, and proactively provide technical guidance to the project manager
- Advise staff when bid documents submitted are determined to be incorrect for the situation
- Determine the correct solicitation method to apply based on the estimated dollar amounts and by reviewing the scope of work
- Identify potential issues with posting the bid solicitation on VSS and taking measures to rectify before the bid is posted
- Alert entire work unit staff to changes in procurement rules and policies due to new legislation, rules or initiatives
- Update or amend solicitations already in the queue from staff when new formats or procedures are received
- Guide and advise IMP staff on the construction bidding requirements and processes to meet required solicitation timeframes and schedules
- Maintain a realistic, but constantly changing daily schedule to complete between 30 to 40 separate procurement solicitations annually
- Reorganize or restructure bid solicitation scheduling to juggle needs of 15 individual project managers to meet Program needs while maintaining compliance with procurement rules
- Maintain vigilance on bid solicitation and bid amendment policy and procedures to prevent field managers from failing to address or follow constantly changing policies
- Continually monitor and revise the solicitation scheduling procedures to ensure critical minimum time requirements are not violated
- Review bid solicitation procedures and performance periodically with the IMP Contract Manager and Grants Officer
- Track construction project stages governed by strict timeframes established by Colorado Procurement Rules
- Expose missing steps or actions and research several sources to ascertain if a problem exists
- Work closely with IMP Purchasing Agent to resolve problems and inform other staff members
PA I - Department of Natural Resources, Division of Reclamation, Mining & Safety, Inactive Mine Reclamation Program
(2014-04 - 2025-12)
Issue disbursements on financial obligations for work unit, including Construction Invoices from Vendors (payments of $4,000,000+ per year), Travel and Miscellaneous Expense Reimbursements from IMP Project Managers. Determine the accuracy and appropriateness of the expenses within State Fiscal Rules and Federally Awarded Grant requirements by assuring all required signatures and coding are in compliance with applicable rules and regulations. Verify that Grant Funds are Available & Current.
- Ensure that Vendors are Invoicing/Charging the agreed upon amounts in their signed Contracts
- Contact Staff to resolve expense reimbursement discrepancies
- Determine the correct program and accounting codes to process the payment and enter the expenditures in CORE, the State's financial management system
- Verify payments have been correctly entered and accepted/approved in the accounting system
- Give guidance to IMP staff on allowable costs for travel and per diems per state fiscal rules, price agreements, etc.
- Evaluate problems, errors, or questionable transactions with staff to obtain information & implement the best course of action to correct errors
- Implement corrective measures to comply with appropriate accounting principles
- Resolve problem accounting transactions in which the original request is in conflict with established guidelines
- Take appropriate action to correct all accounting errors
- Bring information & possible suggestions for future training needs to the attention of the supervisor
- Collaborate with the Division of Natural Resources (DNR) One Card Manager by aiding in coordinating issuance/replacement of One Card's to IMP staff
- Educate staff on proper use of the One Card
- Monitor appropriate use of One Card per state departmental policies
- Allocate and code all transactions on IMP staff's One Card transactions to the IMP program funding on the One Card website
- Reconcile the transactions & assemble original receipts in the allowable format as dictated by the Department's One Card manual
- Timely route the One Card statements for signatures to the card holder and supervisor/approving official
- Coordinate with senior project managers to determine if any or what type of vehicles need to be purchased on a yearly basis via Fleet guidelines
- Work with senior project managers to ensure that vehicle/transportation needs of full time & seasonal employees are met with the current IMP vehicles or if loaner vehicles are necessary
- Provide timely & accurately reporting of mileage to State Fleet management on a monthly basis in the CARS database by coordinating with staff
- Monitor that all vehicle mileage is within the yearly mileage use requirements
- Communicate with staff to notify them of upcoming vehicle maintenance & ensure that all vehicles are in compliance
- Notify drivers/staff if their assigned vehicle has a manufacturer recall notice & ensure that the recall work is completed & Fleet notified of completion
- Provide procedures to staff for vehicle accident reporting and fleet card usage
- Provide contact with Fleet by fielding all questions or concerns
- Organize, coordinate & manage conferences, meetings and other events by negotiating contract terms and conditions within established State procurement & fiscal rules
- Negotiate contracts by utilizing best judgement & by following state and federal procurement guidelines
- Organize, revise programmatic paper and electronic file systems as needed
- Organize, collate, and update grant program file material, creates new files as needed
- Index and scan documents using Content Manager/Laserfiche
- Determine when materials are to be removed from active files and archived
- Lift and carry archive boxes, as well as send and retrieve documents as requested
- Respond to requests from both IMP staff and the general public
- Image documents, scan documents, burns cd's as assigned
- Collaborate with specialists, seniors and supervisors regarding direction and processing of public inquires
- Assist the public with routine information
- Work with Senior Project Manager starting in 2021 to come up with a method of moving all project files to Laserfiche & to have all files go digital
