What are the responsibilities and job description for the PROCUREMENT SPECIALIST IV - CENTRAL SERVICES position at Clayton County Government?
PURPOSE OF CLASSIFICATION
Performs complex skilled administrative and contract work for the Central Services Department. Work involves the creation and processing of Invitation to Bids (ITBs), Request for Proposals (RFPs), and other solicitations. which requires a thorough knowledge of department operations, procedures, and overall County organization performed with considerable independence and confidentiality and interpretation of policies, which may include special assignments that involve independent research. The position works under general guidance and reports to the Contract Manager.
ESSENTIAL FUNCTIONS:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Monitor, direct, delegate and review the daily activities and operations of staff in the Contract Division; performs various administrative duties in support of department operations as needed.
Conduct division meetings and reviews contract status reports, weekly reports, and updates existing contract policies.
Communicates with Contracts Manager, Chief Procurement Office, Deputy Chief Procurement Officer, employees, contractors, vendors, Secretary of State’s Office, other departments, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Complete all special projects as assigned with accuracy and efficiency.
Manage and process all purchasing requests within the guidelines of existing federal, state, and County laws, regulations, and ordinances.
Provide management coverage, as required, to cover absences that relate to leave or vacancies in key positions. Must have good analytical skills and be able to examine important contracting issues pertaining to contract establishment and awards; computer applications and understanding the contractual system used by operations to provide detailed reporting functions; cost analysis and budgeting is a critical component and skill needed to be an effective contract administrator; written and oral communication along with skills in negotiations is essential.
Responsible for preparing and reviewing specifications and solicitation documents, including all related research and value analysis.
Responsible for preparation of contract formation activities including but not limited to:
Ensure hard and electronic copies of all solicitation documents are in accordance with the Georgia Records Act (O.C.G.A. § 50-18-90).
Maintain individual workload statistics.
Respond to public requests for bid documents and mail documentation as appropriate.
Train staff and provide guidance and assistance to other employees, as required.
Maintain the integrity of the public procurement process.
Engage in procurement planning with client departments. Routinely meet and communicate with client departments in order to identify and provide high-quality service to meet client service delivery requirements on a timely basis. Provide accurate, complete, and up-to-date information in a courteous, efficient, and timely manner.
Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
Conduct Post-Award responsibilities as needed to ensure the successful transition of contracts into contract administration.
Perform other related duties as required.
MINIMUM QUALIFICATIONS:
Required: Bachelor's Degree in Public Administration, Business Administration, or a related field from an accredited college or university, supplement of five (5) years of progressive experience and/ or training, including contract experience in preparing Invitation to Bid (ITB), Request for Proposal (RFP), and the procurement process; two (2) years of supervisory experience; Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) or NIGP Certified Procurement Professional (NIGP-CPP) prefer or any equivalent combination of training, and experience that provides the requisite knowledge skills and abilities for this position.
Requires at least 6 months of specialized experience with the Georgia Department of Transportation (GDOT) and/or Construction-Related procurement.
Must obtain and maintain one of the following certifications within eighteen (18) months of employment: Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) or NIGP Certified Procurement Professional (NIGP-CPP).
Must obtain and maintain Georgia Certified Purchasing Associate (GCPA) certification within 12 months of employment.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Clayton County, Georgia, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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Performs complex skilled administrative and contract work for the Central Services Department. Work involves the creation and processing of Invitation to Bids (ITBs), Request for Proposals (RFPs), and other solicitations. which requires a thorough knowledge of department operations, procedures, and overall County organization performed with considerable independence and confidentiality and interpretation of policies, which may include special assignments that involve independent research. The position works under general guidance and reports to the Contract Manager.
ESSENTIAL FUNCTIONS:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Monitor, direct, delegate and review the daily activities and operations of staff in the Contract Division; performs various administrative duties in support of department operations as needed.
Conduct division meetings and reviews contract status reports, weekly reports, and updates existing contract policies.
Communicates with Contracts Manager, Chief Procurement Office, Deputy Chief Procurement Officer, employees, contractors, vendors, Secretary of State’s Office, other departments, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Complete all special projects as assigned with accuracy and efficiency.
Manage and process all purchasing requests within the guidelines of existing federal, state, and County laws, regulations, and ordinances.
Provide management coverage, as required, to cover absences that relate to leave or vacancies in key positions. Must have good analytical skills and be able to examine important contracting issues pertaining to contract establishment and awards; computer applications and understanding the contractual system used by operations to provide detailed reporting functions; cost analysis and budgeting is a critical component and skill needed to be an effective contract administrator; written and oral communication along with skills in negotiations is essential.
Responsible for preparing and reviewing specifications and solicitation documents, including all related research and value analysis.
Responsible for preparation of contract formation activities including but not limited to:
- Prepares, oversees, solicits for County goods and services from vendors; compiling contract documents for complex commodities, construction, and services; notice to proceed and approval for processing between user department, contractor, law department, and the Board of Commissioners; review Request for Bids (RFB) and Request for Proposals (RFP) for conformity to contract requirements and determines acceptable bids; negotiates contracts; review modifications, extensions, and contract closeout documents; advises planning and production departments of contractual rights and obligations; may act as liaison between vendors and departments; ensures receipt of proper legal documents for contract files; maintains archived contract files; maintains insurance certificates; prepares pay requests and forwards to Finance for payments to prevent overpayment or delinquency; contacts user department and/or director for new bid specifications and requirements or any changes of previous bid specifications for request for bid proposal; prepares summaries after project opening and forwards to requesting department and bidders.
- Collaborates with user departments to develop clear and concise technical bid specifications to meet department needs; ensures minimum requirements are clearly defined and allow for competitive quotes; and analyzes quotation specifications to ensure accuracy in defining purchases such as supplies, equipment, services, or materials.
- Confer with the County’s Legal Division and Risk Management Division on legal and insurance issues.
- Consultants, contractors, and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
- Prepares, reviews, edits, and tracks specifications utilizing the E-Procurement System for electronic sourcing to ensure specifications are properly entered into the system.
- Responsible for evaluating suppliers, products, and services and ensuring that approved purchases comply with the solicitation requirements, are cost-efficient, of high quality, and meet the needs of the user department.
- Possess the skill to effectively work in coordination with managers within all organizational hierarchy to analyze sourcing contracts strategies; ability to eye new trends and make the recommendations for beneficial sourcing and procedure; good customer service and support skills, ensuring internal and external client relations are running smoothly when it comes to contract drafts and negotiation; good decision making skills are critical in resolving issues or infringements that arise from existing contracts in the business unit.
- Prepare construction and construction-related supplies and services; professional and consultant services; architectural and engineering services; general supplies and services required by various departments in accordance with all applicable federal, state, and local laws, policies and procedures.
- Attend and serve as a liaison for Construction related contract formation meetings and activities.
Ensure hard and electronic copies of all solicitation documents are in accordance with the Georgia Records Act (O.C.G.A. § 50-18-90).
Maintain individual workload statistics.
Respond to public requests for bid documents and mail documentation as appropriate.
Train staff and provide guidance and assistance to other employees, as required.
Maintain the integrity of the public procurement process.
Engage in procurement planning with client departments. Routinely meet and communicate with client departments in order to identify and provide high-quality service to meet client service delivery requirements on a timely basis. Provide accurate, complete, and up-to-date information in a courteous, efficient, and timely manner.
Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
Conduct Post-Award responsibilities as needed to ensure the successful transition of contracts into contract administration.
Perform other related duties as required.
MINIMUM QUALIFICATIONS:
Required: Bachelor's Degree in Public Administration, Business Administration, or a related field from an accredited college or university, supplement of five (5) years of progressive experience and/ or training, including contract experience in preparing Invitation to Bid (ITB), Request for Proposal (RFP), and the procurement process; two (2) years of supervisory experience; Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) or NIGP Certified Procurement Professional (NIGP-CPP) prefer or any equivalent combination of training, and experience that provides the requisite knowledge skills and abilities for this position.
Requires at least 6 months of specialized experience with the Georgia Department of Transportation (GDOT) and/or Construction-Related procurement.
Must obtain and maintain one of the following certifications within eighteen (18) months of employment: Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) or NIGP Certified Procurement Professional (NIGP-CPP).
Must obtain and maintain Georgia Certified Purchasing Associate (GCPA) certification within 12 months of employment.
ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
Clayton County, Georgia, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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Position : 4038
Type : INTERNAL & EXTERNAL
Location : CENTRAL SERVICES
Grade : GRADE 28
Posting Start : 01/15/2025
Posting End : 12/31/9999
MINIMUM SALARY: $69,907.21
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Salary : $69,907
