What are the responsibilities and job description for the Disaster Assistance Procurement Specialist position at Plexos Group, LLC?
Job Description
Plexos Group is currently seeking a seeking a dedicated Procurement Specialist to join our Disaster Assistance team. The ideal candidate will support the Finance Bureau with the review of procurements conducted by sub-recipients to verify compliance and will assist during Emergency Operations Center (EOC) activations for emergency procurements. Candidates must be local to the State of New Mexico or willing to deploy 50% of the time to Santa Fe, NM.
RESPONSIBILITIES:
Support procurement reviews for disaster assistance projects under programs such as FEMA Public Assistance, Hazard Mitigation Grant Program, and Building Resilient Infrastructure and Communities.
Assist the Chief Procurement Officer with developing both emergency procurements as well as Requests for Proposals (RFPs), Requests for Qualifications, Invitations to Bid, etc., as necessary, including development of scopes of work, bid tabs, RFP packages, etc.
Coordinate, facilitate, and attend meetings with internal and external stakeholders to complete the procurement process.
Support the Chief Procurement Officer with development of responses, frequently asked questions sheets, fact sheets, and other resources to support the execution of the procurement process.
Audit and review purchase requests for accuracy and compliance with policies and regulations. Assist in internal and external audits related to project financials and reimbursement processes.
Assist with travel and emergency purchases under $60,000, and audit purchase documentation.
Support the Chief Procurement Officer (CPO) with grant reviews and record management. This includes reviews for internal procurements conducted by the agency, as well as reviews for sub-recipients to verify the compliance and eligibility of projects submitted for reimbursement.
Ensure procurement activities comply with FEMA and other regulations.
Work closely with other departments, such as auditing/reimbursement, legal, and disaster recovery teams, to ensure communication on active efforts. Serve as a primary point of contact to the Chief Procurement Officer and, as required, assist the Chief Financial Officer, Grants Bureau Chief, and Deputy Cabinet Secretary for Finance.
Ensure all financial transactions comply with federal, state, and local regulations, as well as company policies.
Analyze financial data related to disaster recovery projects to provide insights and recommendations for improving procurement processes and implementing cost-saving opportunities.
Identify and mitigate financial risks associated procurement for all active disaster assistance projects, and support supply continuity with active efforts.
Review a financial statements and reports related to procurement and contract management, for accuracy and timeliness. As necessary, augment the team with preparation of required reporting.
Assist teams with obtaining and recording accurate project work records and reporting related to procurements. Support comprehensive document retention in compliance with State and Federal requirements.
Attend meetings with various stakeholders and provide technical advice and support as needed, including state, county, and municipal leaders. Address questions, concerns, and next steps related to procurement.
Ensure recipient and sub-recipient compliance with FEMA and State requirements for active disaster assistance programs.
Maintain a regular work schedule and work extended hours when needed.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.
MINIMUM QUALIFICATIONS:
3 to 5 years of work experience in financial and procurement management preferably within disaster response or public assistance programs. Strong analytical, organizational, and communication skills. Proficiency in financial software and Microsoft Office Suite. Bachelor’s degree from an accredited college or university in finance, accounting, business administration, or a related field.
Preferred:
Master’s degree from an accredited college or university with major course work in emergency management, accounting/auditing, finance, business management, construction management or public administration is preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of federal procurement regulations under 2 CFR.
Knowledge of procurement regulations under the State of New Mexico.
Ability to manage procurement logs and handle emergency procurements.
Strong negotiation, analytical, and organizational skills.
Proficiency in procurement software and Microsoft Office Suite.
In-depth knowledge and ability to effectively apply knowledge of government organizations, operations and emergency management programs at the federal, state and local levels.
Must exemplify the firm’s core mission and the values of integrity, teamwork, accountability and excellence.
Must exercise excellent interpersonal skills – position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.
Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
Ability to communicate effectively (oral and written), as well as to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.
Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness.
Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.
Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.
Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Plexos Group LLC is an Equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. Plexos Group recognizes the importance of a diverse and inclusive workforce that considers the needs of the communities we serve, and we are committed to providing an inclusive workplace environment free from discrimination.
Company Description
The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.
The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.
Plexos Group is currently seeking a seeking a dedicated Procurement Specialist to join our Disaster Assistance team. The ideal candidate will support the Finance Bureau with the review of procurements conducted by sub-recipients to verify compliance and will assist during Emergency Operations Center (EOC) activations for emergency procurements. Candidates must be local to the State of New Mexico or willing to deploy 50% of the time to Santa Fe, NM.
RESPONSIBILITIES:
Support procurement reviews for disaster assistance projects under programs such as FEMA Public Assistance, Hazard Mitigation Grant Program, and Building Resilient Infrastructure and Communities.
Assist the Chief Procurement Officer with developing both emergency procurements as well as Requests for Proposals (RFPs), Requests for Qualifications, Invitations to Bid, etc., as necessary, including development of scopes of work, bid tabs, RFP packages, etc.
Coordinate, facilitate, and attend meetings with internal and external stakeholders to complete the procurement process.
Support the Chief Procurement Officer with development of responses, frequently asked questions sheets, fact sheets, and other resources to support the execution of the procurement process.
Audit and review purchase requests for accuracy and compliance with policies and regulations. Assist in internal and external audits related to project financials and reimbursement processes.
Assist with travel and emergency purchases under $60,000, and audit purchase documentation.
Support the Chief Procurement Officer (CPO) with grant reviews and record management. This includes reviews for internal procurements conducted by the agency, as well as reviews for sub-recipients to verify the compliance and eligibility of projects submitted for reimbursement.
Ensure procurement activities comply with FEMA and other regulations.
Work closely with other departments, such as auditing/reimbursement, legal, and disaster recovery teams, to ensure communication on active efforts. Serve as a primary point of contact to the Chief Procurement Officer and, as required, assist the Chief Financial Officer, Grants Bureau Chief, and Deputy Cabinet Secretary for Finance.
Ensure all financial transactions comply with federal, state, and local regulations, as well as company policies.
Analyze financial data related to disaster recovery projects to provide insights and recommendations for improving procurement processes and implementing cost-saving opportunities.
Identify and mitigate financial risks associated procurement for all active disaster assistance projects, and support supply continuity with active efforts.
Review a financial statements and reports related to procurement and contract management, for accuracy and timeliness. As necessary, augment the team with preparation of required reporting.
Assist teams with obtaining and recording accurate project work records and reporting related to procurements. Support comprehensive document retention in compliance with State and Federal requirements.
Attend meetings with various stakeholders and provide technical advice and support as needed, including state, county, and municipal leaders. Address questions, concerns, and next steps related to procurement.
Ensure recipient and sub-recipient compliance with FEMA and State requirements for active disaster assistance programs.
Maintain a regular work schedule and work extended hours when needed.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.
MINIMUM QUALIFICATIONS:
3 to 5 years of work experience in financial and procurement management preferably within disaster response or public assistance programs. Strong analytical, organizational, and communication skills. Proficiency in financial software and Microsoft Office Suite. Bachelor’s degree from an accredited college or university in finance, accounting, business administration, or a related field.
Preferred:
Master’s degree from an accredited college or university with major course work in emergency management, accounting/auditing, finance, business management, construction management or public administration is preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of federal procurement regulations under 2 CFR.
Knowledge of procurement regulations under the State of New Mexico.
Ability to manage procurement logs and handle emergency procurements.
Strong negotiation, analytical, and organizational skills.
Proficiency in procurement software and Microsoft Office Suite.
In-depth knowledge and ability to effectively apply knowledge of government organizations, operations and emergency management programs at the federal, state and local levels.
Must exemplify the firm’s core mission and the values of integrity, teamwork, accountability and excellence.
Must exercise excellent interpersonal skills – position continually requires demonstrated poise, tact, diplomacy, and an ability to establish and maintain effective working/professional relationships with internal and external customers.
Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.
Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
Ability to communicate effectively (oral and written), as well as to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.
Must be analytical, detail-oriented, and able to multi-task without sacrificing accuracy or timeliness.
Ability to analyze problems, identify causative factors, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.
Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems.
Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Plexos Group LLC is an Equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. Plexos Group recognizes the importance of a diverse and inclusive workforce that considers the needs of the communities we serve, and we are committed to providing an inclusive workplace environment free from discrimination.
Company Description
The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.
The Plexos Group, LLC employs the most experienced and innovative professionals in the field of disaster recovery management who have completed similar work for municipal, state, and federal agencies. Our project team has more than 100 years of combined experience in managing disaster recovery and has led disaster recovery programs in excess of $25 billion.
Salary : $60,000