Procurement Specialist

Steele County

Job Description

Job Title: Procurement Specialist

Department: Finance

Immediate Supervisor: Finance Director

FLSA Status: Non-Exempt

DBM Rating: B25

Union: AFSCME – Courthouse Unit

Job Summary

Under the directions of the Finance Director, the Procurement Specialist performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities of the government, including purchasing and contract administration. This position is responsible for the procurement of construction, supplies and professional services that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations.

Essential Duties and Responsibilities

1. This position is responsible for procuring or coordinating the procurement of architectural and engineering services, construction, and related supplies and services required by various departments in accordance with all applicable federal, state and local laws, policies and procedures

  a. Review and prioritize requisitions and proposed specifications.

  b. Research existing needs in order to match current market availability.

  c. Prepare bid requests and specifications.

  d. Schedule, receive, and analyze bids.

  e. Recommend proposals regarding the awarding of bids.

  f. Monitor vendor compliance with all terms and conditions of the purchase order.

  g. Provide necessary documentation to clerical staff, departments, divisions, officials, and vendors.

2. Coordinate purchasing procedures among departments

  a. Compile department requests for similar products and services.

  b. Serve as liaison between finance department and other departments.

  c. Validate department budget and compliance with purchase requests and tie out with finance department.

  d. Assist department heads with providing information for board requests as necessary.

3. Prepare highly technical and complex specifications, contracts and solicitation documents, including all related research and value analysis.

4. Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.

5. Identify and notify potential sources.

6. Conduct pre-bid and pre-proposal conferences.

7. Coordinate and supervise activities of evaluation committees.

8. Recommend lowest responsive, responsible bidder on IFB’s, most advantageous offer on RFP’s and most qualified for architects/engineers.

9. Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.

10. Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.

11. Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.

12. Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders. Analyze cost and price data from vendors. Perform contract audits when required.

13. Assist County Administrator/Finance Director/Department Heads with reviewing and execute contracts, purchase orders, change orders and other documents within appropriate delegation of authority.

14. Maintain the integrity of the public procurement process.

15. Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.

16. Provide guidance and assistance to other employees, as required.

17. Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.

18. Engage in procurement planning with client departments. Routinely meet and communicate with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis. Provide accurate, complete and up-to-date information in a courteous, efficient and timely manner.

19. Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.

20. Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.

21. Perform other related duties as required. Perform necessary purchasing procedures for the acquisition of supplies and services such as heavy equipment, large tools, motor vehicles, automated office equipment and supplies, fuels, chemicals, consulting services, industrial equipment, and service and construction contracts and all others as deemed necessary

  a. Recommend contracts for and monitor the disposal of surplus equipment, materials, and supplies.

  b. Resolve complaints from users, vendors, and the public.

  c. Interview and research potential and new vendors.

  d. Provide input for the maintenance of vendor and commodity files.

  e. Maintain current knowledge base of current developments in purchasing.

  f. Review new marketplace products and services.

  g. Participate in planning and improving Purchasing Department operation

  h. Assume the responsibilities of Purchasing Agent upon request.

  i. Perform work in order to determine source of products, goods, and services.

  j. Evaluate suppliers, goods, services, bids, and proposals.

22. Establish and Maintain Strategic Vendor Management and performance reporting system.

23. Other duties as assigned.

Minimum Qualifications

·         Bachelors Degree with major field of study or degree emphasis: accounting, finance, procurement or business management

·         Minimum of 3 years finance or procurement related experience

·         Valid Driver’s License

Essential Knowledge

·         Business practices related to government purchasing.

·         Knowledge of contract documents, solicitation methods and contract administration related to procurement

·         Knowledge of laws, policies and procedures governing public procurement.

·         Knowledge of contract law.

·         Knowledge of infrastructure project delivery methods, including design-bid-build, design-build, construction manager-at-risk, and job order contracts.

·         Knowledge of cost accounting as it relates to price and cost analysis.

·         Skills in researching and preparing highly complex specifications, solicitations and contract documents.

·         Negotiating contracts.

·         Project management.

·         Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.

·         Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.

·         Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner.

·         Ability to establish schedules and to complete projects on a timely basis.

·         Ability to successfully deal with all persons in a fair and equitable manner.

·         Ability to make difficult decisions and award contracts impartially and objectively.

·         Possess complete integrity and a high sense of personal and professional ethics.

Essential Skills

·         Administering of contract and/or service agreements.

·         Operating, using and applying accounting and procurement software, applications or specialized financial programs.

·         Interpreting and applying regulations, rules, guidelines and standards impacting department accounting operations and activities.

·         Learning and applying various department specific terminology, programs, regulations and funding sources and reporting requirements.

·         Assisting in the development and implementation of procurement controls, procedures and methods consistent with procurement procedures and methods.

·         Preparing various local, state or federal accounting/fiscal reports.

·         Coordinating and assisting in the annual audit processes within the department.

·         Analyzing and interpreting general policies, detailed reports, and technical procedures, ability to write reports and business correspondence.

·         Project management and time management skills in prioritizing schedules, deadlines and projects.

·         Performing assigned duties and responsibility under limited supervision and direction.

Physical Job Requirements (Percentage of Time)

Category: Sedentary Work

·         Stand: frequently (34-66%)

·         Walk: frequently (34-66%)

·         Sit: continuously (67-100%)

·         Use of hands: frequently (34-66%)

·         Reach with hands & arms: continuously (67-100%)

·         Climb or balance: occasionally (1-33%)

·         Stoop, kneel, crouch, or crawl: occasionally (1-33%)

·         Talk or hear: continuously (67-100%)

·         Taste or smell: never

·         Lift & carry: up to 10 pounds frequently (34-66%)

Working Conditions

Duties of the job are primarily administrative in nature performed in a typical County office.  The physical and environmental hazards and risks associated with the job can be characterized as minimal.

This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.