What are the responsibilities and job description for the Interim Procurement Administrator position at Frederick Community College?
Position Summary
This is an interim, limited-term position that will be in place until December 2025. The successful interim will have a chance to be considered for the permanent position when it is posted at a later date.
Position Summary:
The Procurement Administrator will manage, direct, negotiate, and award complex high-value and unique acquisitions for goods and services. The Procurement Administrator acts as a consultant to departments and agencies regarding small procurement acquisition strategies. The Procurement Administrator provides support throughout the contracting process as well as management of contracts post-execution. The Procurement Administrator instructs internal and external personnel of laws, policies, procedures and critical issues regarding procurement and ensures that the College adheres to College procurement policies and procedures. The Procurement Administrator must have the ability to work effectively with a wide range of constituencies in a diverse community.
Essential Duties and Responsibilities:
The following are the functions essential to performing this job:
1. Identify, recruit and pre-qualify service providers and suppliers; prepare solicitation documents (RFPs, IFBs and quotes) for issuance to prospective offerors and bidders
2. Chair pre-bid and pre-proposal meetings; participate in pre-bid site visits; receive bids; conduct bid openings; coordinate appropriate distribution to technical evaluators; lead Evaluation Team activities.
3. Coordinate technical reviews/evaluations of bids; conduct bid evaluation and tabulation; lead price negotiations; prepare bid award recommendations
4. Perform price and cost analyses of bid submittals
5. Monitor supplier/vendor status and performance directly and through communication with requisitioners
6. Develop and distribute internal procurement status reports; conduct presentations to management on procurement activity
7. Develop and maintain official documentation of all procurement actions; ensure compliance of purchasing operations with Federal, State, and local rules and regulations
8. Support business development initiatives and proposal preparation activities; assist in pricing determinations and recommendations for use of suitable suppliers and vendors
9. Participate in pre-procurement planning with internal clients
10. With required approvals and as required, prepare and issue purchase orders, award and administer contracts, and coordinate supplier/vendor acceptance
11. Coordinate responses to requests for clarification and/or information; facilitate appropriate resolution of disputes and supplier/vendor performance problems; respond to inquiries and requests from project management and operations counterparts
12. Review purchasing documentation to ensure accuracy, compatibility and consistency with procurement policies, practices and risk mitigation strategies; promote adherence to the College procurement policies and practices by participating in internal trainings for employees
13. Review contracts and other agreements, as requested, for risk assessment and mitigation, including review of certificates of insurance and other required documents relating to the contracts. Contracts will be recommended to the appropriate senior leader for signature with appropriate background information provided, and any comments or concerns noted
14. Research, identify, and recommend appropriate piggyback contracts when it is the most advantageous procurement method to provide best value to the College
15. Research sole source procurements and provide a recommendation for required approvals
16. Post formal bid solicitations, addendums, and awards to College Bid Board and e-Maryland Marketplace Advantage
17. Prepare memos for Board of Trustee approval, as required, for any piggyback, sole source, and/or formal procurement solicitation
18. Finalize award documents and notify successful, as well as unsuccessful, vendors in a timely manner
19. Review and recommend updates to College procurement policies and procedures
20. Establish and monitor any necessary credit and corporate accounts with outside vendors to support procurement needs of each department
21. Ensure accurate and current information related to procurement is maintained on the Internet and Intranet websites
22. Maintain central repository (hard-copy and electronic database) for all College contracts and agreements
23. Maintain positive professional relationships with all College employees, vendors, contractors, consultants, and with the public
24. Communicate effectively, both orally and in writing, in a one-on-one setting or group setting.
25. Perform other related duties as assigned
Position Summary:
The Procurement Administrator will manage, direct, negotiate, and award complex high-value and unique acquisitions for goods and services. The Procurement Administrator acts as a consultant to departments and agencies regarding small procurement acquisition strategies. The Procurement Administrator provides support throughout the contracting process as well as management of contracts post-execution. The Procurement Administrator instructs internal and external personnel of laws, policies, procedures and critical issues regarding procurement and ensures that the College adheres to College procurement policies and procedures. The Procurement Administrator must have the ability to work effectively with a wide range of constituencies in a diverse community.
Essential Duties and Responsibilities:
The following are the functions essential to performing this job:
1. Identify, recruit and pre-qualify service providers and suppliers; prepare solicitation documents (RFPs, IFBs and quotes) for issuance to prospective offerors and bidders
2. Chair pre-bid and pre-proposal meetings; participate in pre-bid site visits; receive bids; conduct bid openings; coordinate appropriate distribution to technical evaluators; lead Evaluation Team activities.
3. Coordinate technical reviews/evaluations of bids; conduct bid evaluation and tabulation; lead price negotiations; prepare bid award recommendations
4. Perform price and cost analyses of bid submittals
5. Monitor supplier/vendor status and performance directly and through communication with requisitioners
6. Develop and distribute internal procurement status reports; conduct presentations to management on procurement activity
7. Develop and maintain official documentation of all procurement actions; ensure compliance of purchasing operations with Federal, State, and local rules and regulations
8. Support business development initiatives and proposal preparation activities; assist in pricing determinations and recommendations for use of suitable suppliers and vendors
9. Participate in pre-procurement planning with internal clients
10. With required approvals and as required, prepare and issue purchase orders, award and administer contracts, and coordinate supplier/vendor acceptance
11. Coordinate responses to requests for clarification and/or information; facilitate appropriate resolution of disputes and supplier/vendor performance problems; respond to inquiries and requests from project management and operations counterparts
12. Review purchasing documentation to ensure accuracy, compatibility and consistency with procurement policies, practices and risk mitigation strategies; promote adherence to the College procurement policies and practices by participating in internal trainings for employees
13. Review contracts and other agreements, as requested, for risk assessment and mitigation, including review of certificates of insurance and other required documents relating to the contracts. Contracts will be recommended to the appropriate senior leader for signature with appropriate background information provided, and any comments or concerns noted
14. Research, identify, and recommend appropriate piggyback contracts when it is the most advantageous procurement method to provide best value to the College
15. Research sole source procurements and provide a recommendation for required approvals
16. Post formal bid solicitations, addendums, and awards to College Bid Board and e-Maryland Marketplace Advantage
17. Prepare memos for Board of Trustee approval, as required, for any piggyback, sole source, and/or formal procurement solicitation
18. Finalize award documents and notify successful, as well as unsuccessful, vendors in a timely manner
19. Review and recommend updates to College procurement policies and procedures
20. Establish and monitor any necessary credit and corporate accounts with outside vendors to support procurement needs of each department
21. Ensure accurate and current information related to procurement is maintained on the Internet and Intranet websites
22. Maintain central repository (hard-copy and electronic database) for all College contracts and agreements
23. Maintain positive professional relationships with all College employees, vendors, contractors, consultants, and with the public
24. Communicate effectively, both orally and in writing, in a one-on-one setting or group setting.
25. Perform other related duties as assigned
Required Minimum Qualifications
1. Bachelor’s Degree from an accredited college or university
2. Five (5) years of experience in Procurement
3. E-Procurement experience
4. Public sector purchasing experience
2. Five (5) years of experience in Procurement
3. E-Procurement experience
4. Public sector purchasing experience
Desired Qualifications
1. Master’s degree in Finance or a related business field
2. Related experience in municipal/local government
3. Experience implementing well-defined procurement procedures in a regulated environment
4. Experience with RFQ, RFB, and RFP processes, from preparation through award
5. Experience with contracts, including: formal solicitation, review, negotiation, addendum provisions, and execution
6. Experience with various procurement methods such as sole-source contracts and piggyback contracts
7. Experience managing multiple projects with competing deadlines
8. Experience working with an automated procurement system
9. Excellent oral and written communication skills
10. Experience training and assisting others in purchasing procedures
11. Ability to work independently and exercise initiative in the performance of assigned duties
12. Ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multi-cultural workplace
13. Ability to work remotely as necessary or required
2. Related experience in municipal/local government
3. Experience implementing well-defined procurement procedures in a regulated environment
4. Experience with RFQ, RFB, and RFP processes, from preparation through award
5. Experience with contracts, including: formal solicitation, review, negotiation, addendum provisions, and execution
6. Experience with various procurement methods such as sole-source contracts and piggyback contracts
7. Experience managing multiple projects with competing deadlines
8. Experience working with an automated procurement system
9. Excellent oral and written communication skills
10. Experience training and assisting others in purchasing procedures
11. Ability to work independently and exercise initiative in the performance of assigned duties
12. Ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multi-cultural workplace
13. Ability to work remotely as necessary or required
