Procurement and Contracts Coordinator

JOB SUMMARY:

Manages the Agencys Procurement Program; performs professional level procurement and special project activities ranging from concept to completion to ensure timely, cost efficient and legally compliant goods and services. Responsibilities including preparing competitive solicitation documents for long-term agreements and/or purchases, and in coordinating committees to evaluate and provide input on specifications, bid evaluations, and contract awards. Provides guidance to Agency management and employees regarding procurement and contracting policies and procedures.

WAGE: $88,834.07-$114,659.73 Annually

JOB DUTIES/RESPONSIBILITIES:

· Plan, prepare and manage the development of the Agencys Procurement Program; develop, identify, recommend and implement policies and procedures for procurement purposes; ensure program is in compliance with State and Federal rules and regulations

· Develop and implement procurement project activities from concept to completion; prepare and distribute requests for proposal, invitations to bid and other solicitation documents related to the purchase of supplies, equipment and professional services

· Facilitate the development of written specifications for equipment and scope of work for services required to meet the Agencys needs

· Review draft proposals and specifications submitted by Agency staff for content, clarity and potential problems; assist staff in selecting the type of procurement and creating the evaluation criterial for the procurement

· Prepare regular reports on procurement activities, contract statuses, and budget utilization for management review

· Monitor contract performance, including timelines, deliverables, and budget adherence. Coordinate with stakeholders to resolve any contract-related issues

· Assist in budget planning and tracking related to procurement and contracts.

· Serve as consultant to other departments in procurement of services and materials including investigating markets, researching scope and specifications, contract development and administration

· Schedule, coordinate and facilitate meetings related to procurement; conduct pre-proposal and pre-bid conferences and public bid openings; assemble data and preliminary information for terms and pricing; conducts price analyses as required; coordinate and facilitate the bid/proposal evaluation process

· Facilitate training of staff and the implementation of purchasing policies and procedures

· Maintain appropriate records and files to document procurement activities and purchases

· Drive a culture of continuous improvement and procurement spend management through best practice sharing, vocal advocacy, and visible hands-on leadership.

· Provide guidance and direction to the Capital Projects Manager to create and establish policy and procedure for oversight of large capital projects

· Serve as one of the Purchase Card managers for the agency. Provide oversight and direction for Program along with Finance Director and accounting manager.

· Manage compliance, consistent interpretation and application of all current and applicable state and federal laws, agency policies and procedures, rules, and regulations

· Perform other duties as assigned

MINIMUM QUALIFICATIONS:

Any equivalent combination of education and experience that provides the knowledge, skills and abilities required to successfully perform the job. A typical way to meet this requirement would be:

· Bachelors degree in business administration or closely related field

· 5 years of increasing responsibility in the purchasing field

· Procurement experience in a public sector environment is preferred

· Strong understanding of procurement practices, contract law, and negotiation techniques

· Completion of the Federal Transit Administrations Orientation to Transit Procurement course within one year of employment

· Excellent organizational skills with the ability to prioritize tasks and meet deadlines