Perform professional and administrative work in contract administration and procurement.
Perform functions related to development, preparation, and execution of formal and informal solicitations. Negotiate contracts and amendments with customers or suppliers.
Coordinate requirements of various departments and act as liaison between PSTA and suppliers to implement and fulfill contract requirements. Perform work related to grant procurement and applicable rules and regulations.
Perform maintenance of records, filing, contract administration, Disadvantaged Business Enterprise (DBE), Supplier Diversity, and other standard office practices and procedures.
Develop, prepare, and execute formal and informal solicitations. Develop specifications, tabulate bids, post information, provide bid results. Conduct pre-bid/proposal meetings, bid openings, facilitate evaluation meetings, and facilitate supplier’s presentations/interviews. Review proposals/responses from suppliers for conformity to contract requirements and determine acceptable bids/proposals.
Work with departmental personnel to develop innovative and creative solutions to their procurement needs. Assist internal customers with requirements and specifications development for the purchase of various products and services. Work closely with all departments to monitor conformance with contract specifications, scope of work and various requirements. Process and provide resolution to supplier concerns submitted by either internal customers or suppliers.
Review requisitions to eliminate duplication between departments, ensure appropriate and adequate funding information is provided, and fulfill requests as appropriate in a timely manner.
Examine estimates of material, equipment, and production costs, performance requirements, and delivery schedules.
Ensure completeness, accuracy, and procedural/regulatory compliance on all procurement matters. Utilize policies and procedures to remedy errors and fully resolve, or propose solution and escalate as appropriate.
Process approved requisitions and create Purchase Orders. Expedite Purchase Orders and provide back order or outstanding order reports to the user departments and the Director of Procurement.
Monitor and maintain a database of potential suppliers for participation in PSTA’s procurement opportunities. Meet periodically with new and current suppliers to understand new products and services
Perform contract administration and supplier evaluations. Obtain, review and update certificates of insurance for suppliers and contract close out. Evaluate current supplier performance using defined performance metrics and measurements to determine overall compliance and responsiveness to requirements.
Participate in Purchasing Cooperatives and Professional Purchasing Councils or committees as requested.
Develop and implement innovative sourcing strategies that generate cost savings and process improvement opportunities.
Use business and financial acumen to understand, communicate, and develop complex, integrated sourcing and business strategies. Negotiate contracts and amendments with customers or suppliers. Examine estimates of material, equipment, and production costs, performance requirements, and delivery schedules. Use knowledge of cost and price analysis techniques to compare proposals and bids against previous history, actual expenditures, and established rates to determine an award and/or negotiation position.
Perform additional Procurement functions as assigned.
Education: Education may be combined with relevant work experience to meet minimum requirement, as follows: Associate’s Degree plus 4 years of related work experience; or Bachelor’s Degree plus 2 years of related work experience; or no degree plus minimum of 5 years related work experience in public procurement.
Experience: Broad knowledge of procurement regulations, contract administration, and all facets of government contracting preferred. Experience with grant procurement, rules, and regulations is helpful. Intermediate skill level with MS Excel and Word.
Certification: One of the following industry standard certifications is preferred: CPPB (Certified Public Purchasing Buyer), CPPO (Certified Public Purchasing Officer), C.P.M. (Certified Purchasing Manager), A.A.P. (Accredited Purchasing Practitioner), or CPSM (Certified Purchasing Supply Manager).
Knowledge, Skills, and Abilities
Knowledge: Broad knowledge of procurement and contract administration principles, regulations, and procedures to administer a variety of solicitations and contracts. Knowledge of writing techniques to enable facts to be presented clearly in memoranda, minutes of meetings, and contract modification and supporting documentation.
Skills: Strong interpersonal, oral and written communication skills. Intermediate skill level in MS Excel and Word. Strong written and verbal communication skills. Organized and disciplined work ethic.
Abilities: Prioritize work in accordance with the ongoing demands of the Procurement Division and the Authority. Prepare and/or assist in developing formal or informal solicitations, reports, logs, and correspondence. Ability to understand and comply with government, grant, and PSTA’s policies, procedures, and regulations. Exercise keen initiative and work independently. Ability to develop and maintain positive working relationships with internal business partners and external suppliers. Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with suppliers and internal staff.
PSTA is an Equal Employment Opportunity Employer.