Lead 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 procuring intricate services, supplies, and materials through a formal bidding process for services exceeding $10,000 and for materials, supplies, and equipment surpassing $25,000.

Key Responsibilities

The following duties are essential to the role and represent core functions typical of positions within this classification. This list is not exhaustive and may include other related tasks.

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. Assesses 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. Facilitates pre-bid and pre-proposal meetings as necessary for contracts and requests for proposals. Analyzes and evaluates competitive sealed bids, proposals, requests for quotations, and statements of interest; compiles complex bid data. Engages in 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 substantiate 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; participates in testing related system upgrades. Establishes agreements for sole source acquisitions. Acts as a liaison between District users and suppliers; resolves quality issues, communicates with users regarding substitutions, and provides product or service guidance. Maintains awareness of products within assigned commodity areas.

Additional Responsibilities

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

Work Environment

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

Desired Knowledge, Skills, and Abilities

Familiarity with generally accepted purchasing principles, practices, procedures, and legal requirements relevant 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 activities. Strong interpersonal skills. Ability to assist in planning and overseeing purchasing operations. 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 be substituted for required education on a year-for-year basis. Graduate studies in relevant fields may also 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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