Perform professional and administrative work in the area of contract administration, and the procurement of various commodities, supplies, services, equipment, and material.
Perform duties necessary to achieve the objectives of the Procurement Department and PSTA including maintenance of records, filing, contract administration, Disadvantaged Business Enterprise (DBE), Supplier Diversity, and other standard office practices and procedures.
Perform all functions related to development, preparation, and execution of formal and informal solicitations.
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.
Work is performed under the general supervision of the Director of Procurement.
Develop, prepare, and execute formal and informal solicitations (Invitation for Bid, Request for Quotations). Develop specifications, tabulate bids, post information, provide bid results and 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.
Confer 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.
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 to Director of Procurement.
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, service offering and facilitate a continuous communication flow throughout the supplier community, PSTA and other governmental entities.
Perform contract administration and supplier evaluations. Obtain, review and up-date 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 by the Director of Procurement.
Develop and implement innovative sourcing strategies that generate cost savings and process improvement opportunities.
Report to work as an “essential employee” in emergency situations or disasters, acts of nature or major incidents.
Perform additional Procurement functions as assigned.
NOTE: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.
Education & Experience: 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.
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 negotiation techniques. 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.