Procurement Specialist

Procurement Specialist
$68,640.00 – $83,200.00 Annually

The Procurement Specialist is responsible for conducting intermediate-level procurement and contract administration assignments for a wide variety of goods and services in support of the operation of the District. The Procurement Specialist is responsible for sourcing select suppliers, negotiating contracts, monitoring assigned inventory levels, and ensuring compliance with government regulations and organizational policies. The Procurement Specialist in this role will exercise attention to detail, excellent communication skills, and an ability to work collaboratively with internal stakeholders and external vendors.

CLASS CHARACTERISTICS
:
The Procurement Specialist is a single-position administrative/at-will/non-represented classification. This classification promotes the most effective use of the District’s funds in the procurement of materials, supplies, services, and equipment for the District and performs a broad range of administrative support functions related to procurement and inventory management objectives, including oversight of procurement bids and associated contract construction and administration. Moderate level of supervision is required.

SUPERVISION RECEIVED AND EXERCISED
:
This classification reports to the Chief Financial Officer. This position supervises the BUYER classification and may function as lead regarding assigned projects.

CORE COMPETENCIES

• Vendor Management: Sourcing and evaluating suppliers/vendors, negotiating contracts, and managing vendor relationships to ensure compliance, quality, and cost-effectiveness.
• Budgeting and Cost Control: Developing and managing budgets for procurement and grant activities, conducting cost analyses, and implementing cost-saving strategies while maintaining quality standards. Within the District’s procurement policies.
• Contract Management: Drafting, reviewing, preparing and administering procurement contracts, including terms, conditions, and performance metrics. Ensuring contracts comply with legal and regulatory requirements and updated to maintain compliance
• Market Research and Analysis: Conducting required market research, analyzing industry trends, and identifying potential suppliers to support informed decision-making and strategic sourcing initiatives.
• Negotiation
  
  Skills:
  
  Negotiating pricing, terms, and conditions with vendors to secure favorable procurement contracts for the District.
• Data Analysis and Reporting: Analyzing procurement data, generating reports, and presenting findings to stakeholders to support decision-making, monitor performance, and ensure transparency.
• Ethics and Compliance: Upholding ethical standards, promoting transparency, and ensuring adherence to procurement ethics, conflict of interest policies, and federal, state and transit-sector regulatory compliance requirements.
• Communication
  
  Skills:
  
  Effectively communicating with stakeholders, vendors, and regulatory agencies orally and in writing. This includes writing clear and concise procurement documents, contracts, and reports.
• Relationship Building – Establishing rapport and maintaining mutually productive relationships.

ESSENTIAL FUNCTIONS
:
The functions and duties listed below represent the various types of work that may be performed. The omission of specific duties does not exclude them if the work is related. Management reserves the right to add, modify, change or rescind work assignments as needed.

• Performs procurement planning, oversees solicitation processes, and evaluates bids, quotes, and proposals, utilizing automated procurement systems where applicable.
• Prepares formal procurement documents for solicitation.
• Obtains bids, proposals, or quotations from vendors, conducts cost comparisons against specifications or scope of work, and makes recommendations for orders or agreements.
• Prepares technical reports, correspondences, and other written materials, including charts, graphs, or spreadsheets and makes recommendations for purchasing opportunities.
• Attend pre-bid meetings and interacts directly with prospective vendors or contractors to address inquiries, taking meeting minutes to…