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Lead Procurement Specialist
2 months ago
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 duties are essential to the role and represent core functions typical of positions within this classification. This list is not exhaustive and may include additional responsibilities as required.
Collaborates with various departments to strategize, organize, coordinate, 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, requests for quotations, and statements of interest; 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 needed. Contributes to the planning and enhancement of procurement processes, including modifications to the ERP system or website; participates in testing system enhancements related to purchasing functions. 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 guidance, and organizes demonstrations and vendor meetings. 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 records and scans bids and contract documents as required. Sources and reviews low-value requisitions as necessary; 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. Prepares correspondence announcing contract awards and related purchasing documents. Initiates the sale of surplus or scrap materials. Performs other assigned duties as needed.Work Environment
The role is conducted 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 statutory 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. Strong interpersonal skills. Ability to assist in planning and supervising purchasing activities. Effective oral and written communication skills.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 required education on a year-for-year basis. Graduate studies in the relevant fields may substitute for required experience on a year-for-year basis, up to a maximum of two years.Promotional Criteria
Two years of service with the District as a Buyer. Civil service status as a Buyer.