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Bid & Contract Specialist II

4 months ago

Augusta, United States City of Augusta GA Full time

DESCRIPTION

Assist in the purchasing and procurement operations of the department regarding the sealed bids, Licenses, and E-Verify process to ensure proper procedures are adhered to. Process sealed Bids, Requests for Proposal, and Requests for Qualifications to include information relative to the specific Augusta, Georgia, Code that is applicable to that process. Under general direction, plan calendar and manages proper filing for the purchasing and procurement operation of the County. The Procurement Department requires a wide variety of general duties and large volumes of complex and/or specialized items. Ensure adherence and compliance with regulatory guidelines within a centralized environment. Maintains detailed knowledge of Augusta, Georgia, Procurement Guidelines and applicable State law; Federal law, researches new procedures, processes and technologies to increase the efficiency and effectiveness of the city's purchasing system(s). Work with the team leader, the department director and other procurement professionals in making open market purchases and assisting user department staff and the general public.

PRINCIPAL DUTIES AND RESPONSIBILITIES

* Assists in developing and preparation of bid packages according to established procedures, professional standards and award orders to ensure proper written procedures are adhered to as it relates to sealed bid process, License requirements, and the E-Verify process.* Receives and reviews bid specifications for the sealed bid process to include state and federal mandates. Monitors public bid openings to ensure compliance of Local, State and Federal Guidelines.* Maintains detailed knowledge of Augusta, Georgia Procurement Guidelines and applicable state law and federal law, researches new procedures, processes, and technologies to increase the efficiency and effectiveness of the city's purchasing system(s). Works with the team leader, the department director, and other procurement professionals in making open market purchases and assisting user department staff and the general public.* Assists in preparation of mandatory pre-bid conferences. Observes mandatory pre-bid conferences and provide attendance sign in sheets to all attendees. Clocks in Bid/RFP/RFQ submittals, using the official time clock for the Department. Organizes bid submittals as received.* Using standard outline, prepares notification of non-compliance letters to vendors. Drafts various internal documents and response letters such as response to protest letters and customer complaints or inquires. Prepares bid tabulation spreadsheets and issue appropriate addendums and or clarifications to Bid/RFP/RFQ specifications.* Serves as a resource for vendors, taxpayers, colleagues, and contractors with requests for procurement information and municipal procedures. Assists colleagues on various projects.* Prepares, updates, and maintains database of current and potential contractors.

MINIMUM REQUIREMENTS

Education: Associate degree in Business, Accounting or related field of study or High School Diploma or G.E.D. based on experience.

Experience: Two (2) years of experience with an Associate Degree or five (5) years of experience in procurement or administrative support functions such as, logistics, supply manager, or inventory within a government or a large organization with a High School Diploma or G.E.D.

Knowledge/Skills/Abilities:

* Knowledge of records management, administrative and office practices, policies and procedures.* Skill in communicating and interacting with elected officials, management, employees, members of Commission and any other groups involved in County activities.* Ability to administer operations and objectives for the expediency and effectiveness of specific duties within the organization.* Considerable knowledge of modern office procedures, record keeping, and bookkeeping practices.* Proficiency in working within deadlines, interpersonal communication, and report preparation.* Mastery of word processing (WordPerfect, Word or equivalent)* Good communication skills, both oral and written.* Demonstrated ability to work independently.* Considerable knowledge of operations of governmental departments and procedures, governmental and departmental policies, and applicable state and local rules and regulations.* Strong organizational and proofreading skills.* Skill in the operation of computers.* Ability to formulate and prepare policies and procedures.

PERFORMANCE APTITUDES:

* Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.* Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.* Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.* Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.* Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.* Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.* Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.* Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve 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 a keyboard or work station.* Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, depth, and visual cues or signals. Some tasks require the ability to communicate orally.* Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

OTHER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. #J-18808-Ljbffr