JOB
We are currently seeking a highly motivated individual to join our Procurement Team! Depending on the qualifications and experience, you may be considered for one of the following levels below.
Applications will be accepted through March 31, 2024
COMPENSATION
Level I - $27.19 - $35.96 hourly
Level II - $29.98 - $38.56 hourly
Level III - $32.42 - $43.63 hourly
Plus a generous benefits package to include medical, dental, vision and 10% employer paid 401A through VOYA Financial.
SUMMARY
The Procurement Representative I, II, III series is expected to provide routine procurement support to specialists and ensure adherence to procurement and contracting policies and procedures. Incumbents in these classifications report directly to the Procurement Manager, who leads other Procurement Specialists and Representatives. This classification is distinguished from the Procurement Specialist by the latter's full scope of responsibility over the day-to-day performance of complex purchasing assignments. Tasks within this series become increasingly complex within each level.
JOB RESPONSIBILITIES
Important and essential duties may include, but are not limited to, the following:
Processes requisitions, purchase orders and change orders.
Supervise and provide coaching to the Procurement Representative Team.
Provides routine procurement support to specialists and ensure adherence to procurement and contracting policies and procedures.
Enters new suppliers/contractors into the Financial Management System (FMS).
Assists with the receipt of procured goods in the FMS, or through other means established by OIAA.
Organizes and maintains Vendor and Procurement documents.
Consults with end-users to clarify data in requisitions and determine appropriate processing procedures.
Reviews specifications submitted by end-users for material, supplies, and equipment.
Organizes and schedules Formal Solicitation calendar invites for meetings, interviews, and de-briefs
Prepares letters, interdepartmental correspondence, and other documents concerning procurement matters.
Responds to questions and instructs departments regarding the application of procurement procedures.
Provides vendor registration information to inquiring suppliers/contractors/firms for online access and bid notifications via OIAA’s eSourcing platform.
Oversees the Procurement Services email inbox.
Assists in ensuring compliance with the procurement policies and procedures with OIAA’s Designated Contract Administrators (DCA).
Assists with coordinating department meetings.
Assists with contract workflow activities through DCAs to assist in expediting purchase order processing and successor contracts.
Assists with the maintenance of the contract database in the OIAA’s FMS and prepares various reports to track expiration dates, renewals, requirements, timelines for successor contracts, and other miscellaneous authority information.
Assists with notifying the Department’s DCAs of expiring contracts to facilitate the timely processing of extension options and successor contracts.
Assists with maintaining and updating contract files, procurement forms, and supplier packets.
Assists in improving the existing procurement procedures to expedite related processes.
Assists with conducting pre-bid/proposal meetings and bid openings.
Assists with providing related training for procurement activities such as creating, editing, canceling, closing, issuing, and printing requisitions, contracted purchase orders, goods/service receipts, locating supplier contracts, and documentation required to establish new suppliers/contractors in the FMS.
Assists with entering approved changes/amendments in the FMS to add products/services to existing contracts, extend contract terms, and adjust authority amounts.
Assists with preparing paperwork for piggybacking other City government contracts, including the request to join contracts, supporting documentation, and establishing the agreement in the FMS.
Assists with the processing of documents associated with bid/proposal packages to include but not limited to Supplier Information Form, W-9, Affidavit to Accompany Bids/Proposals, and Conflict of Interest Disclosure Form.
Assists in coordinating the resolution of procurement issues impacting accounts payable.
Assists with routing questions related to bids, proposals, and qualifications to appropriate personnel to obtain answers/responses in a timely manner.
Assists with preparing and uploading addenda-related correspondence in response to Requests for Information (RFI) on OIAA’s eSourcing platform.
Performs related work as assigned.
May occasionally be assigned to other duties for training purposes or to meet technological changes or emergencies.
PROFILE OF THE IDEAL CANDIDATE
Possess experience and a track record of accomplishment in all or many of the disciplines outlined previously in this job description
Possess sound written and oral communication skills
Possess outstanding customer service skills
Ability to develop and follow written and oral instructions
Ability to understand and apply complex policies and procedures
Ability to apply and communicate policies and procedures fairly and consistently
Possess the ability to Interact effectively and courteously with employees, tenants, and the general public in an international aviation environment
Must be able to manage multiple projects simultaneously
Ability to consistently demonstrate the Core Values of OIAA
MINIMUM QUALIFICATIONS
Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position.
Level I
A High School Diploma or a recognized equivalent.
One (1) year of increasingly responsible experience in purchasing, accounting, or a related field.
Computer skills in Microsoft Office Suite.
Level II
A High School Diploma or a recognized equivalent.
Two (2) years of increasingly responsible experience in purchasing, accounting, or a related field.
Computer skills in Microsoft Office Suite.
Level III
A High School Diploma or a recognized equivalent.
Proficiency in Microsoft Office including Word, Excel, PowerPoint, Outlook, and database programs.
Three (3) years of increasingly responsible experience in civil aviation similar to a Procurement Representative I or II.
Previous experience working at an airport is desirable.
LICENSES / CERTIFICATION
Valid Driver’s License equivalent to a California Class C driver’s license
Acceptable driving record at the time of appointment and throughout employment
Ability to pass all background/reference checks, knowledge examinations, as well as aptitude tests necessary to obtain an OIAA employee badge at ONT
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Finger dexterity to utilize a keyboard to input information on a computer
Ability to frequently lift and carry files and other media weighing up to twenty-five (25) pounds up to a distance of approximately 20 feet
Ability to access areas owned or leased by OIAA
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position primarily operates in a professional climate-controlled office environment
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
This is an at-will, non-exempt position. Only a valid and properly executed employment agreement may alter status as an at-will employee. Verbal contracts are not valid. The employment relationship may be terminated at the will of either party upon notice to the other. As an at-will employee, there would not be an established property interest in continued employment with OIAA.