Job Summary:
The Procurement Specialist for our federally funded organization will play a pivotal role in ensuring that the organization procures goods and services in compliance with federal regulations and standards. The specialist will work closely with various departments to assess needs, manage vendor relationships, and execute contracts that align with organizational goals and federal guidelines.
Major Responsibilities/Activities:
Key Responsibilities:
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Regulatory Compliance: Ensure all procurement activities are conducted in accordance with federal, state, and organizational policies and regulations. Stay updated with changes in federal procurement standards and policies and ensure timely compliance within the organization.
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Vendor Management: Identify, evaluate, and select vendors based on the organization's requirements and federal guidelines. Maintain good vendor relationships and manage performance reviews to ensure quality and value.
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Procurement Processes: Oversee the end-to-end procurement process, including requisition, tendering, negotiation, contracting, and purchase order issuance. Ensure transparency and fairness in all procurement processes.
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Budgeting and Cost Management: Work closely with the finance department to ensure that procurement decisions are fiscally responsible and align with the organization's budget. Monitor contracts and procurement activities for cost-effectiveness and potential cost savings.
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Documentation and Reporting: Maintain accurate and comprehensive records of all procurement activities, contracts, and vendor evaluations. Prepare periodic procurement reports for senior management and relevant federal agencies.
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Training and Development: Train and guide staff members on federal procurement regulations and best practices. Attend workshops, seminars, and conferences related to federal procurement to stay updated and enhance professional growth.
Procurement
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Ensures compliance with all purchasing protocols including Financial Policies and Procedures, Federal and State purchasing guidelines, and grant specific purchasing requirements.
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Serves as Administrator/Trainer for Electronic Requisitioning software module.
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In response to departmental requests, may issue requisitions for purchases utilizing the agency’s electronic requisition (eReq) system.
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Reviews/approves program/department eReqs above $2,000 for CFO and/or CEO approval.
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Identify and notify Programs/Departments and the CFO in determining when the next RFP/RFB cycles are for regular goods/services such but not limited to food, insurance brokers, audit, facility maintenance, etc.
- Act as the liaison in the RFP/RFB process when working with the agency’s Program/Department directors
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Ensure compliance with required documentation during the RFP/RFB process including communication with potential bidders, letters of acceptance and declining letters.
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Work closely with Program/Department directors in crafting text to ensure precise articulation of scope of work and other particulars depending on the type of solicitation/agreement.
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Generates and publishes Requests for Proposals (RFPs), Requests for Sealed Bids, or requests for contractor/vendor quotes.
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Prepares Cost Comparison Analysis Sheet for and summarizes Score Sheets for the Contractor Selection Committee.
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Responsible for maintaining current and accurate vendor/contractor data files for purchases above $2,000 (including but not limited to Form W-9, Liability Insurance and Workman’s Comp certificates, signed contracts, board approvals, pricing comparisons, results of RFPs/RFBs/quotes and Davis Bacon reports.) utilizing the electronic data management system (Document Imaging).
- Responsible for verifying vendor/contractor debarment status.
- Ensure contract documents are complete and signed by appropriate parties
- Address Davis Bacon Act requirements as needed for construction contracts and routine sub-contractor projects
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Monitor open service orders for compliance with Davis Bacon Act requirements. Communicate with contractors to obtain required documents where necessary.
- Maintain up-to-date certificates of liability insurance and licenses for contractors/vendors as appropriate.
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Responsible for identifying contractors/vendors to be utilized agency wide for office, maintenance (janitorial), other operational supplies; standard lists of items that may be purchased from these vendors will need to be developed, reviewed, and approved annually by Executive Leadership Team.
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Responsible for researching, identifying, and recommending utilization of federal, state and/or local purchasing pools whenever feasible/possible and only if the cost savings will be realized from that arrangement.
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Reviews purchase card statements monthly to ensure authorization limits/documentation are not bypassed.
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Work closely with the Accounting Associate 1 (Accounts Payable/Receivable) to resolve any issues with purchase orders or release of encumbered expenses
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Prepare or generate, review, and distribute weekly, monthly, quarterly and/or annual reports (including but not limited to information required for program/agency-wide monitoring reviews/audits)
- Reviews approved contractor/vendor list annually and issues the same to departments.
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Produce, monitor, and distribute various reports in the eReq and electronic contracts database as required or necessary. Identify exceptions or items for follow up and communicate to CFO or others with a need to know.
- Performs monthly audit of prices for goods/services under long-term contract.
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In coordination with Programs/Departments, conducts contractor/vendor evaluation once a year before the end of the contract and/or after delivery of goods/services.
Fixed Assets
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Maintain fixed asset records.
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Generate, review, and update fixed asset reports as required.
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Coordinate and conduct annual capital asset physical inventory.
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Communicate with departments to ensure assets are properly recorded and tagged.
Contracts
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Review contract with Finance to ensure funds are in the organization’s budget.
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Provide the CEO with the contract for signature.
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Save electronic and hard copy of the contract, and document in Excel.
Minimum Requirements:
Essential Mental Functions:
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Excellent time management skills
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Organize, set priorities, and exercise sound judgment within established guidelines.
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Excellent attention to details
- Ability to maintain confidentiality.
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Ability to utilize office equipment such as personal computer and associated software such as: Microsoft Word, Excel, and other payroll and financial accounting systems.
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Understand, interpret, explain and apply state and federal laws, rules, regulations and policies and procedures applicable to assigned areas of responsibility.
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Reach sound decisions in accordance with laws, rules, regulations and policies and procedures.
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Ability to solve practical problems and deal with a variety of work situations within the scope of the job.
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Make calculations, tabulations and review accounting and related documents timely and accurately.
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Understand and carry out written and oral instructions.
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Communicate clearly, concisely, and effectively both orally and in writing.
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Prepare clear and accurate financial records, reports, and statements.
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Establish and maintain highly effective working relationships and teamwork with staff, customers, contractors/vendors, partners, and the general public.
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Ability to perform detailed and complex tasks.
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Gather and analyze data and maintain records.
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Work independently and use good judgment.
Essential Physical Functions:
Incumbent is regularly required to walk, sit, use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; and talk and hear. Occasionally required to stand, climb, balance, and stoop, kneel, crouch or crawl.
Regularly lift and/or move up to ten (10) pounds and frequently lift and/or move up to twenty five (25) pounds. Specific vision abilities required including close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
