Procurement & Contract Specialist

Join Our Team as a Procurement & Contract Specialist!

The City of Newport is on the lookout for an experienced, motivated, and detail-oriented professional to join our Finance Department as the next Procurement, Purchasing, and Contract Specialist. If you’re passionate about public service, love working in a fast-paced environment, and have a knack for procurement and contracts, this is your chance to make an impact in our community!

What You'll Do:

In this dynamic role, you’ll work closely with the Finance Director and partner with departments across the City to:

• Coordinate and assist in preparing competitive solicitations for contractors and consultants.
• Process contracts and agreements, ensuring compliance with applicable rules, statutes, and policies.
• Audit, analyze, and monitor departmental purchasing and contracting activities.
• Take the lead on Citywide purchasing functions and contribute to other vital finance projects as needed.

Why Join Us?

• Full-time, fully benefited position — including health, dental, vision, retirement, and more! 
• Work in beautiful Newport, Oregon, a thriving coastal community.
• Collaborate with a professional team dedicated to public service and excellence.
• Grow your career in procurement and public finance, with opportunities for professional development and certification.

Who We’re Looking For:

We're seeking candidates who are proactive, organized, and customer-service driven, with a blend of technical expertise in municipal or public sector procurement experience and strong communication skills.

Manage grants fiscal operations. Compile and analyze, grant, and financial data. Develop, monitor, and review complex financial calculations and reports. Establish, modify, and implement grant accounting procedures including disbursements Establish internal financial controls and systems for new grants and programs. Track grant expenditures and federal awards. 

Draft, audits, analyzes budget impacts, and monitors departments’ compliance with rules, statutes, and policies and procedures. Amends contracts based upon changes to the contract amount, service type or special conditions.

Develop and review the City’s procurement process. Issue purchase order (PO) and review POs for compliance with public procurement laws and regulations. Prepares request for proposals or agreements between the city and other government agencies or outside parties; acquires quotes, conducts bid openings and participates in preproposal conferences/Prebid meetings and evaluations of contractor proposals.

Prepare or assist in preparing a variety of detailed periodic and annual reports, spreadsheets, and summaries for use by management.  Participate in the preparation of required annual financial statements. Ensure selected general ledger accounts and annual reports accurately reflect the financial position of the assigned work function or program.

Interpret Oregon public contracting and purchasing laws (ORS 279A, B, and C), staying current on new laws, regulations, and contract trends to ensure the City is in compliance with changes and interpretations of State of Oregon contracting law, Prevailing Wage Rate law, and when applicable, with federal Davis Bacon rules. Learn and apply laws, rules, regulations, and fiscal policies and procedures applicable to assigned work functions, programs, and/or grants.  

Monitor, coordinate, and recommend adjustments to fiscal systems. Perform or assist in performing and reviewing standard financial transactions to assure accuracy and conformity with generally accepted accounting principles, State statutes, and city policy.

Draft routine contractual updates based on knowledge of applicable public contracting laws and regulations and presents drafts to the Finance Director and management staff for review and approval.  

Provides guidance regarding contract matters to City departments, including staff trainings on department contracting practices, procedures, and appropriate methods of solicitation and sourcing.

Provides technical support to departments’ management staff, conducts research, provides analysis and recommendations, and prepares written reports.  

Prepare notices of award; and prepares and reviews departments’ Council memos and resolutions for contract approvals.

Perform contract management functions in financial system to ensure contracts are entered, timely payments made, and supporting documentation is attached to payment records and contracting archival files.

Maintain and monitors contractual records and support documentation such as insurance certificates, contract correspondence, customer contact information sheets, addenda, change orders and amendments, contract progress reports, contract terminations and/or close outs, warranties, and other documents for assigned projects.

Assist departments with administrative contractual matters such as missing or incomplete forms and minor bid irregularities.  Requests, collects, analyzes, processes, and maintains all necessary contract submittals, including bonds and insurance documentation.

Act as custodian of citywide departmental documents and records.  Establishes and maintains filing systems, control records, and indexes using independent judgment.

Determine proper coding; review payments to contractors and vendors; track funding sources; and collect data to generate various performance and financial reports for review by the Finance Director.

Perform account reconciliations and recommends original or correcting journal entries to specific accounts; prepare supporting work papers, proofs, and schedules.

Assist with internal audits and reviews of accounting transactions to ensure compliance with required County, State, Federal, or grant program procedures and requirements. 

Examine, analyze, and verify documents to ensure adherence to established controls and accepted professional standards. 

Provide staff support to the Audit Committee’s meetings by taking and transcribing meeting minutes. Coordinate with the City Recorder to publish legal notices to the local newspaper.

Perform or assist in performing a number of operational functions, including, but not limited to, transaction auditing, purchasing, general ledger entries, etc.  

Any equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities required to perform the duties as described.  A typical way to obtain the knowledge, skills, and abilities would be: A Bachelor’s degree in accounting with specialized course work in governmental contracting or purchasing; inventory control, or accounting and finance, AND three years progressively responsible experience in contract development and management or purchasing and inventory control process experience; or any equivalent combination of related education and experience relevant to the position.  

SPECIAL REQUIREMENTS

Certified Professional Public Buyer certification (through the Universal Public Procurement Certification Council (UPPCC)) or approved equivalent or ability to obtain within three years of hire. 

DESIRABLE QUALIFICATIONS

Oregon Procurement Basic Certification (OPBC)

KNOWLEDGE:  Knowledge of Oregon Public Contracting Law (ORS 279 A, B, and C), Oregon Budget Law, governmental accounting theory, principles, and practices. Knowledge of internal control procedures, management information systems, office automation, computerized financial applications, payroll, and accounts payable functions.  Knowledge of federal and state laws, and the rules and regulations relating to Capital Projects, federal grants, and purchasing.

SKILLS:  Skill in the use of personal computers and various related software programs, including Microsoft Office 2013 (Excel and Word), and standard office equipment. Strong time management, analytical, organization, and prioritization skills. Customer Service orientation and skills.  Exceptional interpersonal skills and the ability to work well with managers, supervisors, employees, and the public. Ability to effectively function in an intense work environment with numerous interruptions and conflicting demands. Strong oral and written communication skills with a variety of audiences. Ability to communicate complex material in a simple, understandable manner. Competence in business English, spelling, and punctuation. Strong reasoning, analysis, and problem-solving skills, combined with excellent judgment and professionalism. Strong math skills. 

ABILITIES:  Ability to establish and maintain an effective and professional working relationship with city management, employees, vendors, other entities, and the public.  Ability to prepare and analyze complex financial reports, and maintain efficient and effective financial systems and procedures.  Ability to communicate professionally and effectively, both orally and in writing, with individuals and groups.  Ability to honor the confidentiality of the position. Ability to perform independent research, handle stressful situations effectively, use initiative, and make timely decisions. Ability to make presentations.  Physical ability to perform the essential job functions.

While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects.  The position requires mobility, including the ability to frequently lift or move materials up to 5 pounds, and occasionally lift or move materials up to 25 pounds.   Manual dexterity and coordination are required more than 60% of the work period to operate such equipment as computers, keyboards, telephones, and standard office equipment.

WORKING CONDITIONS/WORK ENVIRONMENT

Work location is primarily indoors where work occurs under usual office working conditions. 

Salary : $5,039 - $6,126