The Procurement Specialist directs and oversees the overall management of procurement, contracts, and purchasing. This position develops, implements, and sustains cost-effective strategies for purchasing materials and procuring services for the Agency. The Procurement Specialist leads and represents the Agency during contract negotiation with suppliers/vendors; administers, monitors, and analyzes Agency contracts across departments and supplier/vendor performance and compliance. This position oversees and executes all purchase orders within the Agency, drafting, issuing, evaluating, negotiating, and awarding Invitations for Bid and Requests for Proposals. This position provides advanced, technical, and complex support to the Chief Financial Officer in areas of subject matter expertise and performs related work as required.
This job description is based upon an evaluation of agency requirements at the time this description was written. This job description will change as the position is developed further, or in response to organizational or technological changes.
MAJOR DUTIES AND RESPONSIBILITIES:
Plans, directs, and coordinates daily procurement activities, executing and overseeing the purchase of materials, equipment, supplies and services for the Agency following the guidelines set forth by regulatory agencies.
Acts as a procurement advisor to the Chief Financial Officer, leading and executing in the development and updating of the Agency’s procurement policies and procedures, using the State of Virginia Agency Procurement and Surplus Property Manual (APSPM), the Construction and Professional Services Manual (CPSM), the National Institute for Public Purchasing (NIGP) and other state procurement resources as guidelines and references to ensure ethical and financially responsible purchasing decisions.
Leads and oversees Agency-wide purchasing operations, processing purchasing orders when necessary and strategically selecting supply sources for purchases, giving full weight to service level requirements, competitive quotations, delivery commitments, and the dependability and resourcefulness of supplier in meeting Agency requirements.
Monitors, assesses, and evaluates vendor performance and recommends corrective actions or performance improvement when appropriate.
Administers, maintains and audits the Agency’s contract database, organizing, maintaining and electronically tracking contracts, agreements and related documents ensuring accuracy, accessibility, and audit readiness.
Administers, maintains, and reconciles the Agency’s inventory and purchasing records, organizing, maintaining and electronically tracking inventory, purchases, and related documents ensuring accuracy during audits and/or inquiries.
Evaluates and develops improvements in operations, procedures, policies and methods regarding the procurement and purchasing operations using cost analysis methods to evaluate new products and use need assessment tools to identify replacement products.
Develops, delivers, and facilitates training and technical assistance to Agency staff on procurement responsibilities, processes, and requirements.
Represents and advocates on behalf of the Agency during contract negotiation with suppliers/vendors, managing, tracking, and analyzing contracts in collaboration with relevant Agency staff within general policy, procedural, and legal guidelines.
Coordinates and administers Agency vehicle purchases, inventory reporting, and DMV and title processing; analyzes utilization and maintenance data to advise on replacement and reassignment of vehicles in collaboration with relevant Agency staff.
Manages and oversees claim process for accidents involving Agency vehicles, and Agency owned facilities, serves as primary liaison with the Agency’s insurance company and providing and coordinating claim documentation, assessments, and works with the insurance company for resolution on all claims.
Administers and controls the Agency’s Voyager fueling account, maintaining gas card controls, coding of invoices, and communicating employee gas card PINs for fueling.
Monitors, verifies, and reports on compliance with Agency vehicle trip logs ensuring accountability.
QUALIFICATIONS:
A combination of education, training, and experience which indicates the possession of knowledge, skills, and abilities necessary to perform essential job duties required.
Three years of combined procurement/contract experience and education preferred
Virginia Contracting Associate certification required within 12 months of hire.
Must possess a valid driver’s license, a good driving record, and the ability to provide your own transportation.
ADDITIONAL REQUIREMENTS:
May be exposed to allergenic environments from client’s homes, including dust, smoke, pet contamination, cleaning supplies, etc.
Must be able to walk distances, climb and descend stairs, maneuver in and out of agency vehicles.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift/push/pull up to 25 pounds at times.
SALARY: $52,024 – $61,789
POSITION: ID063
RETIREMENT: NWCSB participates in Virginia Retirement System.
DISCLAIMER: All full-time employees are eligible for a complete benefits package that includes enrollment in Virginia Retirement System. For more information about benefits and a complete list of current job openings, please visit our website, www.nwcsb.com. Positions remain open and advertised until filled.
If you need assistance or an accommodation to apply or interview, contact Human Resources at [email protected] or 540-636-4250, Ext 2155.
Northwestern Community Services Board provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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