Procurement Specialist

The following FULL-TIME position posting will be open until May 22, 2024:

PROCUREMENT SPECIALIST

Hiring Salary Range: $55,027.54 to $68,783.89 annually

Hiring Salary Commensurate with Experience

Hybrid remote/in-office work schedule available

Ann Arbor Area Transportation Authority is an Equal Employment Opportunity Employer

HIRING PROCESS

May 1, 2024, to May 22, 2024 - Employment Applications

1. Submit an Ann Arbor Area Transportation Authority Employment Application Form (on-line or paper), completed in its entirety by the posted deadline.
2. Apply online at theride.org
3. Paper applications must be received in the AAATA office at 2700 S. Industrial Highway, Ann Arbor, MI 48104 by 5:00pm on the posted deadline date. Paper applications are available at the same address.
4. Faxed or emailed applications will not be accepted.
5. Late and incomplete applications will not be accepted.

After May 22, 2024 - Interviews will begin

1. Qualified candidates selected for an interview will be notified via telephone.
2. Applicants who are not selected for an interview will receive notification they are no longer being considered.

JOB DESCRIPTION

The Procurement Specialist is responsible for assisting the Manager of Procurement in the administration and coordination of the purchasing function for the Authority. The Procurement Specialist administers contracts, conducts negotiations and is responsible for maintaining compliance with applicable Federal, State and Authority procurement and contracting policies and regulations. In addition, the Procurement Specialist assists in providing direction and assistance to other departmental staff throughout the Authority relative to procurement processes as needed.

Accountabilities and Essential Functions:

1. Successfully secure goods, services and assets in a manner consistent with procurement policies:
   1. Help determine propriety of purchases and determine the best method of procurement.
   2. Develop formal solicitations for capital and operating projects over $10,000, develop independent cost estimates (ICE) as necessary.
   3. Consult with appropriate vendors to receive and analyze solicitations for relative prices and ensure consistency with specifications.
   4. Prepare the Procurement Department's files for Triennial Review Audit.
   5. Assist in developing, reviewing, improving and implementing procurement policy and practices.

1. Communicate and correspond with vendors and internal customers on purchasing matters:
   1. Research specifications; assist requisitioning departments in developing specifications; create specifications as necessary.
   2. Respond to questions, requests for clarifications, and concerns from potential proposers and others; write and issue addenda and other material as necessary.
   3. Conduct pre-bid and pre-proposal conferences, formal bid openings and post-bid interviews.
   4. Meet with vendor representatives to negotiate and mediate disputes regarding price changes, trade and cash discounts.
   5. Research prices, new products, techniques, and new sources and maintain correspondence with suppliers, internal and external stakeholders.

1. Conduct and oversee evaluation process:
   1. Train and coach evaluation team members on fair reviews of solicitations.
   2. Evaluate proposals as necessary and oversee reference checks.
   3. Schedule and conduct group evaluations as necessary and compile individual evaluation scores.

1. Assist with cooperative purchasing efforts in partnership with government agencies, other transit authorities and non-profit agencies
2. Assist in conducting the post award process:
   1. Create and manage vendor contracts and contract change orders.
   2. Assist as needed with debriefing with non-awarded vendors.
   3. Advise project managers as necessary and arrange for the disposal of surplus property as required.

1. Assist in the administration of the Disadvantaged Business Enterprise (DBE) Program; duties include (but not limited to) program goal setting, quarterly reporting, seeking and engaging DBE vendors for projects, etc.
2. Assist in administering the Living Wage Program:
   1. Maintain a list of contracts that include living wage.
   2. Execution of a semi-annual audit of contractor records and employee wages/benefit information to ensure compliance.
   3. Create and maintain reports of findings.

1. Educate staff on purchasing, maintenance software and the procurement process.
2. Oversee the disposal of surplus equipment and conduct online public auctions as necessary.
3. Consult with legal counsel on purchasing issues when necessary and approved.
4. Backs up Manager of Procurement, and Supervisor of Parts, Stores and Facilities, as needed.

Knowledge, Skills, and Abilities:

• A Bachelor's degree (BA, BS) in Business Administration, Materials Management or related field, or an equivalent combination of training and experience.
• CPPB, CPPO or CPM, or other Certification in federal or state procurement preferred.
• Minimum of 3 or more years of purchasing/procurement experience with demonstrated knowledge of governmental laws and regulations effecting public purchasing and environmental compliance.
• Ability to retain and attend to detail.
• Ability to work on multiple concurrent projects with moderate supervision, depending on experience, meeting time deadlines under stress and with frequent interruptions.
• Ability to read and interpret documents and strong simple mathematical skills.
• Demonstrated negotiation and mediation skills preferred.
• High level of computer literacy in Microsoft Office Suite required.
• Ability to analyze, recommend, and implement solutions to complex operational problems and issues.
• Ability to communicate effectively verbally and in writing; ability to establish and maintain effective working relationships with employees with diverse personalities.
• Perform as an effective team player.

Physical Demands:

Physical Demands

Lift/Carry

Stand

Occasionally

Less than 10 lbs

Frequently

Walk

Frequently

10 - 29 lbs

Rarely

Sit

Frequently

30 - 59 lbs

Not Applicable

Use of Hands/Fingers

Frequently

60 - 100 lbs

Not Applicable

Reach

Occasionally

Push/Pull

Climb

Not Applicable

Less than 10 lbs

Frequently

Crawl

Not Applicable

10 - 29 lbs

Rarely

Squat or Kneel

Not Applicable

30 - 59 lbs

Not Applicable

Bend

Not Applicable

60 - 100 lbs

Not Applicable

Reports to:

Manager, Procurement & DBE Liaison