What are the responsibilities and job description for the Procurement Specialist position at INLIVIAN?
Position Summary
Responsible for providing the procurement for all goods and services procured by INLIVIAN and for performing all administrative tasks required to operate a procurement department. The employee will generate and maintain solicitations for various goods such as maintenance, repair and operations orders, office supplies, and services such as development partners, security, grounds maintenance, and architectural and engineering services. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Responsibilities
Bachelor's degree from an accredited college or university with concentration in accounting, business administration, or closely related field or five (5) years of increasingly responsible purchasing experience with a hardware supplier or other large scale residential maintenance operation. An equivalent combination of education and experience may be considered.
Procurement and Contract Management Certification a plus.
Knowledge And Skills
The employee receives directions from the Senior Vice President of Procurement. Courses of action, deadlines and priorities are established by policy, procedure, rule, regulation, or the Senior Vice President of Procurement, depending upon the assignment. Normal duty assignments are performed by the employee based on his/her own judgment. The employee has no supervisory responsibility.
Guidelines
Guidelines include established federal regulations, policies and procedures, traditional practices, reference materials such as dictionaries, desk manuals, handbooks, and the Internet. If guidelines do not cover a situation, the employee consults the Senior Vice President of Procurement. Sound judgment, consistency and accuracy are needed to successfully perform duties.
Complexity
The Procurement Specialist performs a wide variety of routine and non-routine tasks in the overall performance of essential job functions. The employee must coordinate costs, resources, timing, contracting requirements, and working relationships throughout the overall process. Thorough knowledge of general Agency and procurement issues is required to successfully achieve Agency objectives.
Scope and Effect
The employee’s work primarily impacts all Agency departments and their access to needed supplies and/or services and funding. Successful accomplishment of duties, obtaining high quality supplies and services at reasonable cost, and ensuring procurement is conducted in a fair and impartial manner contributes to smooth operations of all affected departments, sites, and projects, and the overall ability of the Agency to provide better housing for low-income families in the community.
Personal Contacts
The employee has contact with a broad range of individuals including co-workers, and business professionals such as contractors, consultants and other business firms. Personal contacts serve multiple purposes including giving or exchanging information, making decisions, providing services, decision making, resolving problems, and negotiation.
Responsible for providing the procurement for all goods and services procured by INLIVIAN and for performing all administrative tasks required to operate a procurement department. The employee will generate and maintain solicitations for various goods such as maintenance, repair and operations orders, office supplies, and services such as development partners, security, grounds maintenance, and architectural and engineering services. The duties listed below illustrate the various types of work that may be performed. Responsibilities include, but are not limited to, the following:
Responsibilities
- Maintains vendor database by developing and updating an approved contractors list. Ensures new contractors provide a completed vendor registration to include evidence of insurance, when required. Ensues remedial measures are taken in cases of unacceptable service by vendors and, if necessary, terminating the contract and/or debarring the contractor. Reviews and approves purchase orders and payments to vendors.
- Cross trained to back up SVP of Procurement and Economic Development Coordinator positions.
- Executes and administers contracts and contract modifications with vendors and service providers. Provides guidance and training to requisitioning departments, enabling them to manage their contracts. Establishes sources of supply through such methods as Cooperative Purchasing Agreements that are acceptable on both a state and federal level.
- Develops and maintains Procurement, Fleet, and Woman and Business Enterprise (MWBE) and HUD Section 3 programs Policies and Procedures, remaining abreast of procurement-related legislation at the local, state and federal level. Develops seminars and training for Agency employees with respect to Procurement Policies and Procedures.
- Issues solicitations by developing bid requests, Requests for Proposals and Requests for Qualifications that include the development of detailed specifications and all required documentation, to comply with local, state and federal regulations. Works closely with requisitioning departments to guide and assist them in the development of the scope of work. Develops an independent cost analysis. Develops and places formal advertisements for solicitations. Conducts pre-proposal conferences. Responds to solicitation inquiries and issues amendments to solicitations. Manages and facilitates the evaluation process. Develops conflict of interest forms, evaluation forms, Certificate of Non-Disclosure forms, etc. for the Evaluation Committee and provides detailed instructions and guidance on evaluation policies and procedures. Negotiates with potential and/or selected vendors/contractors. Creates the bid tabulation and notifies unsuccessful bidders. Conducts debriefing sessions as required.
- Manages the Purchasing Card system. Maintains and updates Purchasing Card Policies and Procedures. Conducts a mandatory detailed training session for each new cardholder. Manages the P-Card system in person and via the internet which includes conducting the monthly P-Card closeout process for all user accounts; ordering new cards, increasing/decreasing credit limits upon approval from the cardholder's supervisor; closing out P-Cards when employees leave or are terminated, and gathering and reporting statistics such as monthly occurrence of card usage, number of daily transactions, and nature of transactions.
- Collects and distributes contractor/contract information for submission to the U.S. Department of Housing and Urban Development (HUD) by processing the required HUD Reports.
- Acts as a back up to the Economic Development Coordinator. This includes managing and reporting on the Minority Woman and Business Enterprise (MWBE) and HUD Section 3 programs.
- Performs fleet management duties such as reporting on fleet tracking, WEX fuel cards, vehicle issues and other associated fleet requirements.
- Performs other duties as assigned.
Bachelor's degree from an accredited college or university with concentration in accounting, business administration, or closely related field or five (5) years of increasingly responsible purchasing experience with a hardware supplier or other large scale residential maintenance operation. An equivalent combination of education and experience may be considered.
Procurement and Contract Management Certification a plus.
Knowledge And Skills
- Must be thoroughly knowledgeable in all areas of Federal, State and local procurement rules and regulations; North Carolina Public Bidding Statutes as applicable, Agency’s Annual Contributions Contract (ACC) with HUD, 2CFR200 and HUD Handbook No. 7460.8 REV-2 or revisions, Procurement Handbook for Public Housing Agencies and Indian Housing Authorities
- Knowledge of the principles of fiscal and budget management as applied to the procurement process and site budgets
- Knowledge of program requirements or technical needs sufficient to aid in procurement planning and in describing technical requirements which include complex and diversified services and supplies, such as procurement transactions to meet the requirements for facilities, equipment or technical services
- Ability to research and apply laws, regulations, and policies
- Knowledge of Architect and Engineering Services and contracts
- High level of communication skills
- Computer skills (Excel, Word, PowerPoint), ability to use office machines and calculators
- Ability to read and understand advanced literature, books, reviews, technical journals, financial reports, and legal documents
- Advanced ability to understand and apply fundamental concepts of theories, work with advanced mathematical operations methods, and functions of real and complex variables
- Must be skillfull in problem solving, troubleshooting, formulation, reasoning, analyzing and proofreading
- Advanced ability to write editorials, journals, speeches, manuals or critiques
- Ability to establish and maintain effective, professional and tactful working relationships with co-workers and persons outside the Agency.
The employee receives directions from the Senior Vice President of Procurement. Courses of action, deadlines and priorities are established by policy, procedure, rule, regulation, or the Senior Vice President of Procurement, depending upon the assignment. Normal duty assignments are performed by the employee based on his/her own judgment. The employee has no supervisory responsibility.
Guidelines
Guidelines include established federal regulations, policies and procedures, traditional practices, reference materials such as dictionaries, desk manuals, handbooks, and the Internet. If guidelines do not cover a situation, the employee consults the Senior Vice President of Procurement. Sound judgment, consistency and accuracy are needed to successfully perform duties.
Complexity
The Procurement Specialist performs a wide variety of routine and non-routine tasks in the overall performance of essential job functions. The employee must coordinate costs, resources, timing, contracting requirements, and working relationships throughout the overall process. Thorough knowledge of general Agency and procurement issues is required to successfully achieve Agency objectives.
Scope and Effect
The employee’s work primarily impacts all Agency departments and their access to needed supplies and/or services and funding. Successful accomplishment of duties, obtaining high quality supplies and services at reasonable cost, and ensuring procurement is conducted in a fair and impartial manner contributes to smooth operations of all affected departments, sites, and projects, and the overall ability of the Agency to provide better housing for low-income families in the community.
Personal Contacts
The employee has contact with a broad range of individuals including co-workers, and business professionals such as contractors, consultants and other business firms. Personal contacts serve multiple purposes including giving or exchanging information, making decisions, providing services, decision making, resolving problems, and negotiation.
