Procurement Specialist

2 weeks ago

Chicago, Illinois, United States Metropolitan Water Reclamation District of Greater Chicago Full time

Overview

Under the guidance of management, the Senior Buyer is responsible for acquiring intricate services, supplies, and materials through a formal bidding process for services exceeding $10,000 and for materials, supplies, and equipment valued over $25,000.

Key Responsibilities

The following responsibilities are essential to the role and may not encompass all duties associated with the position. The specifications are intended to be descriptive rather than restrictive, allowing for a variety of tasks to be performed.

Collaborates with various departments to strategize, organize, coordinate, review, and draft specifications and contract documents in compliance with the District's Purchasing Act and internal protocols. Aids departments in formulating technical specifications, scopes of work, and qualification criteria. Reviews and suggests modifications to contract documents, specifications, invitations to bid, requests for proposals, and expressions of interest prior to public advertisement. Identifies potential suppliers for materials, supplies, equipment, and services. Conducts pre-bid and pre-proposal meetings as necessary for contracts and requests for proposals. Evaluates and analyzes competitive sealed bids, proposals, and requests for quotations; compiles complex bid data. Engages in competitive negotiations with consultants regarding project scope, pricing, and terms. Participates in and coordinates evaluation committee activities for proposals and expressions of interest; assists committees in applying purchasing policies to ensure justification documents support award recommendations. Reviews and processes purchase orders, change orders, and requisition cancellations as required. Contributes to the planning and enhancement of procurement processes, including modifications to the ERP system or website improvements; participates in testing system enhancements related to purchasing. Establishes agreements for sole source purchases. Acts as a liaison between District users and suppliers; resolves quality issues, communicates with users regarding substitutions, provides product or service recommendations, and arranges demonstrations. Maintains awareness of products in assigned commodity areas.

Additional Responsibilities

Prepares and reviews addenda and correspondence related to contract documents, proposals, purchase orders, or deliveries for compliance with bidding requirements. Maintains organized files and scans bids and contract documents as necessary. Sources and reviews low-value requisitions when needed; assists in bid and proposal openings as required. Generates and compiles data for departmental reports related to purchasing functions. Aids in resolving invoice discrepancies, follows up with vendors on purchase order issues, and expedites deliveries as necessary. Prepares documentation for Board meetings announcing contract awards and other purchasing matters. Initiates the sale of surplus materials. Performs other duties as assigned.

Work Environment

The position is performed in a standard office setting and requires the use of typical office equipment, including computers.

Required Knowledge, Skills, and Abilities

Familiarity with accepted purchasing principles, practices, procedures, and legal requirements applicable to large-scale governmental procurement. Understanding of contract development and management. Knowledge of supply sources for a diverse range of materials, supplies, and equipment utilized by the District. Proficiency in performing routine to moderately complex mathematical calculations related to procurement. Strong interpersonal skills. Ability to assist in planning and overseeing purchasing activities. Effective communication skills, both verbal and written.

Minimum Qualifications

A bachelor's degree from an accredited college or university in business, public administration, or a related field, along with four years of experience in purchasing materials, supplies, and equipment as a primary responsibility.

Substitution Policy

Additional experience in purchasing may substitute for the required education on a year-for-year basis. Graduate study in the relevant fields may substitute for required experience on a year-for-year basis, up to a maximum of two years.

Promotional Requirements

Two years of service with the District as a Buyer. Civil service status as a Buyer.

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