Procurement Specialist II
Description
Performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities for the university including purchasing and contract administration. This position is responsible for reviewing and coordinating complex purchase requests for construction, supplies, and professional services including requests for quotes, bids, proposals, complex one-time orders, and complex multi-term orders in accordance with all applicable federal and state laws, ordinances, rules and regulations and university policies. Direction is received from the Director of Procurement and Materials Management.
Examples of Duties
Under the administrative guidance of the Director of Procurement and Materials Management, procures and coordinates the procurement of architectural and engineering services, construction contracts, and goods and services required by various departments in accordance with all applicable federal and state laws, ordinances, rules and regulations and university policies to include: 50%
- Prepares all aspects of procurement solicitations which includes terms and conditions, scope of work, insurance and bonding requirements, and compliance with state and federal regulations.
- Prepares complex construction contracting solicitations
- Prepares highly technical and complex specifications, contracts and solicitation documents.
- Identify and notify potential sources.
- Enters bids in the Ionwave Ebid system. Following execution enters contracts into Ionwave Contract Management system and manages through life of the contract. Conducts pre-bid and pre-proposal conferences; conducts solicitation openings. Evaluates bids and proposal responses, recommends lowest responsive, responsible bidder on bids, most advantageous offer on proposals and most qualified for architect and engineering services.
- Coordinates and supervises activities of evaluation committees; assures selection in accordance with established criteria; assures full competition and documentation of actions.
- Issues award letters and/or contracts.
- Negotiates with suppliers establishing price, delivery, quantity, payment, scope of work and terms and conditions.
- Determines sole source validity and methods of procurement action.
- Analyze cost and price data from vendors; performs contract audits when required Reviews and executes contracts, purchase orders, change orders and other documents within delegated authority in Jaggaer UCMarket, Banner and TCM system.
- Maintains the integrity of the public procurement process.
- Analyze current procurement activities and recommend improvements through more efficient procurement methods, quantity discounts, standardization, value analysis or cooperative purchasing.
- Provide guidance and assistance to other employees, as required.
- Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the procurement of supplies and services.
- Engage in procurement planning with campus departments. Routinely meet and communicate with campus departments in order to identify and provide high quality service to meet the department's needs.
- Provide accurate, complete and up-to-date information in a professional, courteous, efficient and timely manner.
- Effectively communicate purchasing policies and procedures to all campus departments and interpret said policies and procedures as necessary.
Under the administrative guidance of the Director of Procurement and Materials Management, conducts procurement specialist administrative duties and communicates policies and procedures to campus constituents and the vendor community: 40%
- Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery.
- Performs 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.
- Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products or services.
- May assist in validation, reconciliation, and process receiving reports, vendor invoices, and other payment documents.
- Administer and monitor assigned contracts to the commodities and services assigned. Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
- Maintain individual workload statistics.
- Directly oversees distribution and completion of all contract renewals monthly to other Procurement Specialists. Manages and supervises the operation of Jaggaer and Banner system for Procurement functions and communicates with Finance Tech person to operate and improve the system.
- Perform other related duties as required.
Under the administrative guidance of the Director of Procurement and Materials Management, represent the university at trade fairs, conferences, and community group meetings. 10%
- Attend procurement related meetings and present seminars for presentation of university policies.
- Represent the Department at senior staff meetings and university committee meetings on behalf of the Director and to act in lieu of his/her presence on a periodic basis.
Typical Qualifications
Education:
- Bachelor's degree in Business Management, Finance, Procurement or related field.
- Education may be substituted for experience or experience may be substituted for education based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience.
Experience:
- Two year of procurement related experience required.
- One year of government or higher education procurement experience preferred.
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