Procurement Administrator

Based on our internal equity review process, the starting hourly wage for this position will be $41.63. 
To allow for growth and salary progression the full hourly range is $41.63 - $57.00 hourly.  Employees will have the opportunity to move through the posted range based on annual performance reviews and merit increases.   

The Procurement Team works closely with the district departments and fosters a strong sense of teamwork and collaboration that allows for diverse perspectives when making purchasing decisions that impact the park district’s operations and programs. Being part of a team that serves the public good through responsible purchasing and resource management offers a strong sense of purpose.  As a Procurement Administrator, your work will directly contribute to the long-term success and sustainability of the park district. By efficiently sourcing and managing resources, you'll help ensure the district’s parks, recreational programs, and community events are well-equipped, well-maintained, and accessible. You’ll play a key role in providing essential resources that help maintain and improve local parks, recreational facilities, and community programs. Every decision you make ensures that the district can offer quality services and experiences to families, individuals, and visitors. Enjoy the best of both worlds: work remotely on administrative tasks and vendor communications, while also having the opportunity to engage directly with teams, suppliers, and projects in person, ensuring you're always connected to the heart of the community’s needs.

Work where you play! 
Join our team at Parks Tacoma to put your skills to use serving your community and making Tacoma a vibrant, healthy, and welcoming place to live.  

Who We Are 
Parks Tacoma is a CAPRA-accredited and AZA-accredited, independent park district that leads efforts to build a healthy, sustainable community. Located in Tacoma, Washington, Parks Tacoma's mission is to create healthy opportunities to play, learn, and grow. The independent park district spans the city providing a wide range of life-enriching destinations and services, including 70 parks, 80 miles of trails, 1,000 acres of urban forest, 66 playgrounds, four community centers, Point Defiance Zoo & Aquarium, Northwest Trek Wildlife Park, Point Defiance Park, and much more. Our work is guided by eight core values that are the foundation of our actions and goals: innovation, excellence, equity, inclusiveness, sustainability, accountability, safety, and fun.  

Why You’ll Love it Here 
Come work where you play! You will contribute to the overall vitality and well-being of your community when you work for Parks Tacoma, and you’ll do so as part of a supportive team of committed, passionate, and mission-driven professionals. The people of Parks Tacoma are the key to its success, and you just might be the next great addition to our team. You’ll receive a competitive wage, along with an attractive benefits package, including medical, dental, retirement, vacation, holidays, and much more. On top of that, you’ll wake each day knowing that you’re helping make Tacoma a great place to call home.

Position Information  
Under the direction of the Procurement & Contracts Supervisor, the Procurement Administrator is responsible for analyzing procurement needs and advising district-wide staff in developing, implementing, and evaluating procurement contracts for services, purchase of goods, supplies, materials and software needs. This role involves collaborating with district-wide staff and managing Requests for Proposals (RFP), Request for Bids (RFB), Request for Information (RFI), etc., and the evaluation of vendor proposals based on best value criteria. The Administrator also provides expert advice on procurement policies and procedures, including providing guidance to vendors and district-wide staff on procurement policies, and methods; assisting requestors in writing specifications, scopes of services or statements of work; developing sourcing strategies, solicitation methods and other contractual elements; assisting in negotiating contract terms and conditions, including cost, delivery, performance and technical requirements. Work with district-wide staff in monitoring contracts for compliance to negotiated terms; and working with legal counsel and district-wide staff to enforce procurement policies and recommend corrective actions against non-compliant vendors.

 In the performance of their respective tasks and duties all employees are expected to:

• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations. 
• Observe applicable safety requirements, use safety equipment provided, implement appropriate safety practices at all times and report immediately any unsafe working conditions or hazards.

• Prepares and administers solicitations of a complex nature with state and federal compliance considerations, advises and counsels staff in developing specifications, statement of work, scope of services and other contract requirements for request for proposals (RFP), request for bids (RFB), request for information (RFI), etc. 
• Coordinates, participates, and collaborates in the proposal review, interview and selection of vendors and contractors up to award on all RFPs, RFBs, RFIs, etc. including the negotiation process of new contracts resulting from request for quotes or request for proposals. 

• Reviews requests for procurement
• Collaborates with project managers to define procurement requirements
• Assists with developing statements of work, schedules, task orders, and other contract requirements;  ensures proper federal requirements, contractual guidelines, and policy procedures are followed in the procurement process.
• Researches, prepares and issues solicitation and contract documents
• Organizes and administers the bid process;
• Organizes and administers the proposal evaluation process to select firms in the competitive range
• Analyzes bids for responsiveness/responsibility and proposals for conformance and assists in performing cost or price analysis to determine reasonableness.
• Assists in developing and conducting negotiation strategies with selected firms; conducts debriefing sessions for unsuccessful proposers; and prepares initial agency position on protests from unsuccessful bidders/proposers.

• Identifies issues of non-compliance and recommends remedial actions; interprets contractual provisions and provides guidance; investigates and resolves contractual issues.
• Supports negotiations and processing of contract modifications, change orders and task orders.
• Coordinates or supports invoice payment processes, assists with the management of prevailing wages and compliance with certified payroll requirements; works to help in the contract close-out functions; follows audit documentation best practices; and participates in dispute resolution and claims settlement.
• Enforces vendor/contractor compliance with negotiated terms, conditions, relevant laws and policies by writing cure letters, recommending stopping payment and other corrective actions. 
• Works with legal counsel to resolve vendor performance and contract related problems. 
• Reviews procurement documents and actions for adherence to rules, policies and procedures. Draft, review, update, and maintain procurement and contract templates.
• Provides guidance to staff on procurement issues. 
• Perform related duties as assigned.

• A Bachelor’s degree in Purchasing, Public (government) Administration, Business Administration or related field.
• Four years of experience in public (government) sector contract administration, purchasing, vendor management, procurement, accounting, finance or closely related field. 
• A procurement certification or an additional 4 years of related experience can substitute for the degree requirement.

• Office work environment.
• Constant interruptions.

• Dexterity of hands and fingers to operate, computer keyboard and other office equipment.
• Sitting for extended periods of time.
• Walking, kneeling, bending or crouching to retrieve files.
• Reaching overhead, above the shoulders to retrieve and store records.
• Seeing to read and ensure accuracy of statements, reports and proposals.
• Hearing and speaking to exchange information.
• Driving to conduct work at various worksites.

• Federal, state, and local procurement and contracting laws and regulations governing public agency contracting and procurements including public sector contracting and procurement processes and procedures. 
• Standard procurement theory, principles, professional best practices; including protest procedures, rights, and remedies. 
• Washington State Public Works and Prevailing Wages laws and requirements. ? Local, state, and federal government organization, operation, finance, and funding. 
• Complex contract negotiations and contract terms and conditions. 
• Performance, finance, federal and accountability auditing. 

• Analyze and evaluate the risk, performance outcomes, required terms, completeness, and correctness of procurement and contract documents.   Assess the relative advantages and disadvantages of alternative options for procurements and contracting. 
• Maintain confidentiality of information. 
• Establish and maintain effective work relationships with elected officials, department heads, associates, and with the public. 
• Understand and follow written and verbal instructions. 
• Communicate effectively verbally and in writing to audiences of various social, cultural, ethnic, educational, and economic backgrounds.  
• Effectively coordinate, perform, and complete multiple assignments concurrently and in a timely manner.
• Perform the essential job functions of the classification. 

Salary : $42 - $57