What are the responsibilities and job description for the Procurement Coordinator position at PURCHASING?
Job Summary
This position is responsible for procurement, negotiations, contract development and contract administration of complex, high dollar procurements for services/goods including complex software and hardware purchases. This position is responsible for ensuring NNPS maintains ethical, effective and timely handling of all procurement activities. Ensures compliance with Commonwealth of Virginia procurement laws, regulations, procedures, and school board policies. Serves as the procurement lead and provides guidance to stakeholders and staff through the entire procurement process. Coordinates procurement activities, writes reports and provides briefings to management as needed. This position assists in the day to day administrative operations of the procurement office to include approving purchase requisitions and assigning to appropriate Procurement staff.
Essential Duties
1. Exercises day-to-day oversight of NNPS’ contract functions, including vendor relations, establishing contract standards, contract development, administration, and compliance with school board policy, Commonwealth of Virginia and Federal procurement regulations.
2. Practices general oversight of contracting processes, including interpretation of state and federal (grant) laws and NNPS procurement and contracting policies and practices, and assists NNPS in developing and revising existing policies.
3. Optimizes procurement process, and provides guidance/assistance in the negotiation or renegotiation of new and existing agreements or statements of work. Ensures readability and comprehensibility of procurement documents, agreements and contracts, while consistently adhering to district policies, standards and legal requirements.
4. Review and manage contractual obligations and provide continual review to ensure that all terms and conditions are met and to ensure good customer relations while also representing the interests of the district.
5. Monitors supplier and service provider performance; effectively communicates and collaborates with suppliers and service providers on contract terms and manages dispute resolution.
6. Assigns requisitions to the Procurement staff. Approves purchase orders within established delegated authority.
7. Actively partners with stakeholders in order to understand the scope of work/statement of needs; develop contract language for deliverables and program requirements. Works closely with the district legal counsel on complex contracts. Ensures records retention compliance consistent with school board policy, Commonwealth of Virginia and Federal procurement regulations.
8. Select and deploy appropriate procurement and contracting methods, consistent with NNPS and VPPA requirements.
9. Conducts research and analysis on division requirements received from schools/departments to ensure that strategic, long term division-wide goals and objectives are addressed in the procurement process to maximize benefits to the division.
10. Reviews and assists the procurement staff in the preparation of Requests for Quotation (RFQ), Invitations for Bid (IFB), Requests for Proposal (RFP), and in the contract process, including the development of contract language, technical specifications, evaluation techniques, selection of vendors/contractors.
11. Establishes and maintains relationships with prospective bidders and offerors to obtain clarification and technical knowledge of goods and services offered and to stay abreast of market conditions affecting NNPS requirements or potential requirements; monitors contractor performance and provides guidance and direction to assist suppliers in maintaining/resuming satisfactory performance.
12. Establishes and maintains contract termination tracking process to ensure that solicitations are issued prior to contract maturity.
13. Prepares reports and formal correspondence.
14. Develops, recommends, and maintains public contracting policies and procedures; and updates solicitation formats to comply with changes in government procurement laws, regulations and/or policies.
15. Assists with P-card administration and FOIA requests, as needed.
16. Models nondiscriminatory practices in all activities.
(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Minimum Qualifications
Must possess a Bachelor’s degree in business, public administration, or a related field and at least five (5) years of progressively responsible experience in a governmental purchasing environment; or any equivalent combination of education and experience that would provide the noted knowledge, skills, and abilities. Must possess experience i n preparing/processing RFP’s, RFQ’s, and IFB’s. CPPO, VCO, or similar certification required; VCARM or similar certification preferred. Must possess considerable knowledge of governmental procurement law; and the ability to analyze/interpret legislation, policies, procedures, and procurement documents. Must possess considerable knowledge of, and the ability to practically apply, governmental purchasing concepts, techniques, and principles to include “best practice” control and monitoring techniques, complex contract provisions, basic terms & conditions as well as commodity specific terms & conditions, and bonding/insurance requirements. Must possess the ability to make sound purchasing recommendations/decisions supported by legally defensible justification/substantiation. Ability to apply broad computer technology in a wide array of purchasing functions. Must possess excellent communication, analytical, negotiation, and interpersonal skills. Demonstrated ability to successfully handle conflicts and pressures associated with meeting deadlines, reviewing and administering contracts. Must possess the ability to establish/maintain effective working relationships with the vendor community, school division personnel, and the general public.
To view the full description, visit
https://sbo.nn.k12.va.us/hr/jobs/descriptions/Procurement_Coordinator.pdf
