What are the responsibilities and job description for the Procurement Services Administrator position at GRTC Transit System?
JOB SUMMARY
The Procurement Services Administrator reports directly to the Director of Procurement. This position provides high-level support to contract administrators (CAs) and procurement management to ensure timely purchasing of high-dollar supplies, equipment, services and construction using formal source selection methods (IFB, RFP, and SOQ) according to public purchasing rules; provides high-level administrative support to contract administrators (CAs) and procurement management related to the administration of the resulting contracts through closeout. Works within established procedures and refers non-routine questions to manager. Position requires a high degree of accuracy, problem-solving, discretion, multi-tasking, and planning, with minimal supervision and requires the ability to maintain confidentiality.
PRIMARY RESPONSIBILITIES
- Assemble, format, draft, edit, proofread and assist in the production of complex solicitation and contract documents; conform contract documents and prepare documents for execution.
- Prepare documents, update and upload solicitation documents to issue timely solicitations.
- Work with CA staff and procurement management to ensure Board Resolutions and procurement summaries are prepared in a timely manner for monthly Board of Directors meetings.
- Prepare and update status reports related to active and upcoming solicitations.
- Manage KP I and Open Purchase Order (PO) Report
- Conduct micro-purchases
- Liaison between procurement and user departments for timely contract renewals and new procurement implementation
- Develop bid tabulations
- Maintain up to date certificates of insurance
- Develop bid tabulations and transcribe conference tapes.
- Issues advance notices to vendors and tracks responses. Develop solicitation mailing and source lists.
- Schedule pre-proposal and pre-bid conferences; compile and copy materials for evaluation committees; reserve meeting rooms and send out timely calendar invitations to project team for various stages of the evaluation process.
- Correctly file all solicitation and contract documents electronically and ensure that hard copies are properly filed in the solicitation and/or contract files.
- Coordinate with Disadvantage Business Enterprise (DBE) and Risk Management for DBE goals and insurance requirements.
- Monitor and track bid/proposal receipts.
- Assist Buyers and Contract Administrators where required.
- Ensures accounts payable policies and procedures are followed
- Works with program managers in obtaining all appropriate authorizations and supporting documentation (i.e., purchase orders, invoices)
- Coordinate efforts with Accounts payable staff to receive and process vendor payments.
- Perform other duties as required and/or assigned.
MINIMUM QUALIFICATIONS
Education and Experience:
- A bachelor’s degree in a related field is required. Related experience may be substituted on a one-for-one basis up to four (4) years.
- Three (3) years of progressively responsible administrative support experience.
- Experience preparing spreadsheets and tracking milestones.
OR
- An equivalent combination of education and experience with the required qualifications for seven (7) years total required education and experience.
Knowledge, Skills and Abilities:
- Intermediate skills in Microsoft Word and Excel.
- Ability to maintain a large workload in a fast-paced environment, and to work on multiple tasks with minimal supervision.
- Ability to communicate clearly and concisely both in writing and orally, and to produce accurate documents using proper sentence structure, grammar and punctuation.
- Skills in critical thinking and problem solving.
- Ability to work within established deadlines, to organize large files and maintain accurate logs and tracking spreadsheets.
- Ability to establish and maintain cooperative working relationships and to use tact and diplomacy when working with internal customers and vendors.
- Ability to compile and compare data including making estimations.
- Ability to maintain fiduciary obligation when handling materials and information of a confidential nature.
