Function and Scope:
The primary role is responsible for managing the full procurement lifecycle, ensuring all purchasing activities are conducted in accordance with applicable federal, state, local, and organizational regulations, including the Financial Management Guide for Grants and Contracts (FMGC), Texas Procurement Standards, Texas Travel Guidelines, and other governing authorities. This position serves as the organization's subject matter expert on procurement compliance, strategic sourcing, and vendor management. The role is responsible for developing, implementing, and continuously improving procurement processes that promote transparency, fiscal stewardship, operational efficiency, and regulatory compliance. Provides guidance to leadership, staff, vendors, and subrecipients while maintaining an auditable procurement environment that supports organizational goals and funding requirements.
Essential Duties:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must have the ability to work well with little supervision and perform tasks that require complex solutions and independent judgment. Must be able to collaborate with industry peers.
· Own and manage the end-to-end procurement lifecycle, including planning, solicitation, evaluation, negotiation, award, contract administration, and closeout.
· Ensure all procurement activities comply with applicable federal, state, local, and organizational policies and regulations.
· Analyze purchasing needs and develop sourcing strategies that maximize value, mitigate risk, and support organizational objectives.
· Conduct market research and vendor outreach to identify qualified suppliers and competitive solutions.
· Prepare, review, and issue requests for quotations (RFQs, RFPs, RFAs, etc.), purchase orders, procurement agreements, and related purchasing documents.
· Negotiate pricing, terms, conditions, and service agreements to obtain the best value while maintaining compliance standards.
· Utilize purchasing cooperatives and approved procurement methods when appropriate and advantageous to the organization.
· Monitor procurement activities to ensure proper documentation, competition requirements, conflict-of-interest standards, and audit readiness.
· Maintain complete and transparent procurement records that support a full audit trail and regulatory reviews.
· Develop and recommend improvements to procurement policies, procedures, controls, and internal processes.
· Interpret and apply complex procurement regulations and provide guidance to staff and management regarding compliance requirements.
· Assist during internal, external, federal, state, and funding source audits by providing procurement documentation and compliance support.
· Serve as the primary point of contact for vendors, suppliers, contractors, and service providers.
· Establish, develop, and maintain productive vendor relationships that support organizational needs and service excellence.
· Monitor vendor performance, contract compliance, and service delivery expectations.
· Resolve vendor issues, disputes, and performance concerns in a professional and timely manner.
· Develop and maintain qualified vendor databases, including approved vendor lists for subrecipients and organizational programs.
· Collaborate with community partners, industry peers, and stakeholders to identify best practices and procurement innovations.
· Maintain electronic procurement repositories and ensure accurate organization of purchasing records.
· Prepare reports, analyses, and procurement metrics for management review and decision-making.
· Support continuous improvement initiatives that strengthen procurement operations, accountability, and organizational effectiveness.
· Perform other duties as assigned.
Minimum Qualifications:
· Bachelor's degree in Business Administration, Supply Chain Management, Public Administration, Finance, Procurement, or a related field preferred.
· Associate's degree with progressively responsible procurement, purchasing, contract administration, or compliance experience may be considered.
· Minimum of three (3) years of procurement, purchasing, contract administration, grant compliance, or related experience preferred.
· Experience working within federally or state-funded programs, governmental entities, or regulated environments strongly preferred.
· Demonstrated knowledge of procurement regulations, competitive purchasing methods, vendor management, and contract administration.
· Strong negotiation, communication, organizational, and relationship-management skills.
· Advanced analytical and problem-solving capabilities.
· Proficiency with Microsoft Office Suite and electronic procurement or document management systems.
· A valid driver’s license and access to reliable transportation (local, in-state, and out-of-state travel is needed).
Language Skills:
Able to use and understand the applicable software needed to perform the functions of this position.
Mental Functions (other examples of mental functions include analytical, creativity and computation, etc.):
· Must be able to interpret complex reports and Federal, state, and local regulations and guidelines.
· Must be able to communicate orally and in writing.
· Must be able to collaborate with the team to ensure events, meetings, and partnerships are successful.
· Must have the ability to perform analytical functions.
Physical Functions:
While performing the duties of this job, the employee must have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (life, carry, move) light to medium weights of 10 pounds.
· Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read program information.
· The employee often must sit, reach with hands and arms, talk, and hear.
Working Conditions:
· Employees perform approximately 100% of work indoors.
· Employees work with minimal direction and periodic supervision.
Equipment, Tools, and Materials:
· Employees utilize the following electronic equipment: telephone, copier, printer, calculator, projection equipment, smart TV, computer, and other IT equipment.
· Employee utilizes e-mail, interoffice mail, and U.S. mail to receive and send reports, regulations, guideline, and other information necessary to perform the essential duties of this position.
The above statements reflect the general qualifications, duties and/or responsibilities necessary to identify the job and are not necessarily intended to set forth all the specific requirements of the job.
NOTE: You are not required to disclose information about physical or mental limitations that you believe will not interfere with your capability to perform the job. If you want the employer to consider special arrangements to accommodate a physical or mental impairment, you may identify that impairment to the interviewer and suggest the kind of accommodation that you believe would be appropriate.
Pay: $51,158.00 - $70,661.00 per year
Benefits:
- 401(k)
- 401(k) 5% Match
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Experience:
- Public Procurement: 3 years (Required)
- Public Procurement Research: 3 years (Required)
- Contract development: 3 years (Required)
- Creating RFP, RFQ, RFA's: 3 years (Required)
Work Location: In person
