Procurement Officer

Serves as primary support to the Director of Finance in the administration of the Town of Bel Air's procurement policy, which includes working with other departments to facilitate the procurement needs of the Town.

This is a part time position for sixteen (16) hours per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Plans, administers, and coordinates procurement and contract functions to obtain supplies, materials, equipment, services, or construction required for departments using the procurement policies of the Town as a guide.
• Provides informal and formal solicitation contract administration/management services in conformance with established policy and procedures.
• Develops informal and formal solicitation documents for routine and complex procurements include developing a formal Request for Bids (RFB), Request for Proposals (RFP), Expression of Interest (EOI), Request for Qualifications (RFQ), and Request for Information (RFI) for all applicable purchases or services.
• Coordinates interdepartmental activities relating to contracts and bidding and coordinates contract documentation for the Town.
• Designs and implements systems and forms for use in contract administration, updates standard contract documents.
• Assists departments in preparing routine and complex specifications, to include the advertisement, for use in informal, formal, and negotiated procurement processes; attends pre-bid meetings, conducts bid openings, and pre-construction conferences; reviews proposals; serves as a non-voting member of the negotiating committee to evaluate qualifications, proposals, bids and makes a recommendation.
• Reviews language and submittals in contracts/agreements to ensure compliance with State law and Town policy.
• Coordinates, selects and negotiates for the best products or services in the best combination of quality, price, terms, and service delivery. Negotiates, renegotiates, and administers contracts with suppliers, vendors, and other representatives.
• Actively examines and develops opportunities and methodologies to partner with other local, state or federal organizations in pursuing joint acquisition activities/initiatives where that effort would provide economies and efficiencies to the Town of Bel Air.
• Reviews and analyzes purchases to determine that they meet the contract pricing and specifications, if applicable. Evaluates and monitors contract performance to ensure compliance with contractual obligations and to determine any need for changes. Ensures that justification exists, and policy is followed where the award is not made to the low bidder or is not bid/piggybacked.
• Maintains records of all contracts, pricing, and relevant information concerning the Town’s suppliers. Maintain and review computerized or manual records of purchased items, costs, deliveries, product performance, and inventories.
• Resolves complaints and protests concerning bid solicitations, contract awards, and contract performance.
• Develops and maintains an effective working relationship with vendors and fosters relations between suppliers and Town departments.
• Coordinates with other departments to plan and manage inventory levels of materials and supplies.
• Ensures adherence to the procurement policy and revise procurement policies and procedures.
  Provides input on budgets; researches funding sources for departments Town-wide.
• Meets with and advises departmental personnel regarding procurement law, policies and procedures.
• Keeps abreast of procurement and market trends, and sources of supply; meets with vendors, reads periodicals, attends seminars; shares acquired knowledge and trends with departments.
• Pursues procurement opportunities for small and minority vendors/contractors as well as local businesses.

REQUIRED EDUCATION AND EXPERIENCE:

• B.S. degree from an accredited college or university in business administration, accounting, procurement (purchasing), contract management, or marketing and four (4) years of experience as a buyer, purchasing agent, or in contract management. A CPPB (Certified Professional Public Buyer) or CPPO (Certified Public Purchasing Officer) is preferred.
• Strong organizational, analytical, multi-tasking, leadership, negotiation, and interpersonal skills are required.
• Ability to communicate effectively with vendors, peers, and departmental representatives, both in written and verbal form.
• Working knowledge and skills to prepare specifications, advertisements for bids and contractual agreements is required.
• Experience collecting and analyzing data.
• Working knowledge of procedural and reporting processes associated with governmental financial reporting.
• Requires the ability to use a personal computer and associated software; MS Office, Excel, Access, PowerPoint, Word, Outlook, etc., calculator, and other business machines necessary to perform the job requirements.
• Ability to establish and maintain effective working relationships with staff and function as a member of a team.
• Possession of a valid driver’s license.