Procurement Administrator

Under limited supervision, this position is responsible for performing the most complex procurement work and provides oversight and management of the procurement activities in the Office of Purchasing. Reports to the Director of Operations & Planning.

ESSENTIAL JOB FUNCTIONS

Responsible for complex procurement activities including large contract negotiation, developing vendor relations and contracting strategies, and coordinating the Authority’s purchasing initiatives in support of Beaufort’s small, women and minority owned business (SWaM) development. Contacts vendors to determine product availability, cost and quality and responds to vendor inquiries; places purchase orders and processes requisitions; finalizes purchase documentation. Responsible for research and analysis of inventory, housing stock, products and services, product substitutions, price and quality differences, and shipping options; obtains warranties and quotes; may serve as a liaison between the department and provider. Manages the Authority’s overall contract renewal process. Grant writing required. 

Responsible for the effective supervision of Buyers and assigned Assistant Buyers to include conducting reviews of procurement and staff work to ensure compliance with City Code, laws, regulations and procedures. Perform all duties associated with the supervision of assigned staff including  but  not  limited  to   staff   development,   performance   evaluations,   employee   relations, prioritizing, assigning work and related activities.

Coordinates, develops, and recommends long-range plans pertaining to the management and maintenance of the Procurement section; develops and recommends policies and procedures; recommends internal section organization; and establishes and implements management systems to effectively meet operating goals and objectives.

Researches information and prepares recommendations to management staff. Assists with procurement reporting functions.

Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community and the organization through work behaviors demonstrating BHA’s Values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

·         Purchasing – Knowledge of modern methods, concepts, practices, and principles related to local government purchasing and competitive bid processes, as well as general purchasing procedures and guidelines, financial computations, statistical analysis, and forecasting techniques. Knowledge of applicable federal, state and local purchasing laws and regulations.

·         Supervision – Knowledge of leadership techniques, principles, and procedures to assign work, schedule, supervise, train, and evaluate the work of assigned staff.

·         Customer Service – Thorough knowledge of principles and processes for providing customer services. This includes setting and meeting quality standards for services and evaluation of customer satisfaction.

REQUIRED SKILLS

·         Judgment and Decision Making – Evaluates the best method of research and then exercises appropriate judgment in establishing priorities and resolving complex matters. Considers the relative costs and benefits of potential actions to choose the most appropriate one.

·         Critical Thinking – Uses logic and reasoning to understand, analyze, and evaluate complex situations and researches information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the situation.

·         Interpersonal Relationships – Develops and maintains cooperative and professional relationships with employees at all levels, accounting representatives from all departments, and outside agencies. Effectively responds to and resolves complex inquiries and disputes.

·         Computer Skills – Utilizes a personal computer or laptop with word processing, spreadsheet, pick ticket, fleet maintenance and related software to effectively complete a variety of administrative tasks with reasonable speed and accuracy.

REQUIRED ABILITIES

·         Coordination of Work – Ability to establish and implement effective administrative programs and procedures. Establishes priorities for the completion of work in accordance with sound time- management methodology. Performs a broad range of supervisory responsibilities over others.

·         Communication – Ability to communicate ideas and proposals effectively, including the preparation of reports and logs. Ability to listen and understand directions, information and ideas presented verbally and in writing. Ability to handle a variety of customer service issues with tact and diplomacy and in a confidential manner.

·         Financial Management - Ability to perform arithmetic and statistical calculations. Ability to employ economic and accounting principles and practices in the analysis and reporting of data to include bid preparation and evaluation.

EDUCATION AND EXPERIENCE

Requires a Bachelor’s Degree in Public Administration, Business Administration, Procurement or a related field with 5 - 7 years of related experience and 2-3 years of supervisory experience, or an equivalent combination of education and experience.

ADDITIONAL REQUIREMENTS

Acceptable general background check to include a local and state criminal history check and a valid driver’s license with an acceptable driving record.

PHYSICAL AND DEXTERITY REQUIREMENTS

·         Requires the ability to exert light physical effort in sedentary to light work

·         Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).

·         Tasks may involve extended periods of time at keyboard or work station.

SALARY RANGE

$55,200 TO $88,400