Procurement Specialist II

Description

Performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities for the university including purchasing and contract administration. This position is responsible for reviewing and coordinating complex purchase requests for construction, supplies, and professional services—including requests for quotes, bids, proposals, complex one-time orders, and complex multi-term orders—in accordance with all applicable federal and state laws, ordinances, rules and regulations, and university policies.

Direction is received from the Director of Procurement and Materials Management.

• Prepares all aspects of procurement solicitations, including terms and conditions, scope of work, insurance and bonding requirements, and compliance with state and federal regulations.
• Prepares complex construction contracting solicitations.
• Prepares highly technical and complex specifications, contracts and solicitation documents.
• Identifies and notifies potential sources.
• Enters bids in the Ionwave Ebid system; following execution, enters contracts into Ionwave Contract Management system and manages them through the life of the contract. Conducts pre‑bid and pre‑proposal conferences; conducts solicitation openings. Evaluates bids and proposal responses, recommends the lowest responsive, responsible bidder on bids, the most advantageous offer on proposals and the most qualified for architect and engineering services.
• Coordinates and supervises activities of evaluation committees; assures selection in accordance with established criteria; ensures full competition and documentation of actions.
• Issues award letters and/or contracts.
• Negotiates with suppliers, establishing price, delivery, quantity, payment, scope of work, and terms and conditions.
• Determines sole source validity and methods of procurement action.
• Analyzes cost and price data from vendors; performs contract audits when required; reviews and executes contracts, purchase orders, change orders and other documents within delegated authority in Jaggaer UCMarket, Banner and TCM system.
• Maintains the integrity of the public procurement process.
• Analyzes current procurement activities and recommends improvements through more efficient procurement methods, quantity discounts, standardization, value analysis or cooperative purchasing.
• Provides guidance and assistance to other employees, as required.
• Researches market sources and suppliers to locate and ensure the most cost‑effective and competitive pricing for the procurement of supplies and services.
• Engages in procurement planning with campus departments. Routinely meets and communicates with campus departments to identify and provide high‑quality service to meet the department’s needs.
• Provides accurate, complete and up‑to‑date information in a professional, courteous, efficient and timely manner.
• Effectively communicates purchasing policies and procedures to all campus departments and interprets said policies and procedures as necessary.

• Edits requisitions and confers with departments regarding requirements, specifications, quantity, quality and delivery.
• Performs contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders.
• Confer with consultants, contractors and suppliers to acquaint them with procurement policies and procedures and to obtain information on required products or services.
• May assist in validation, reconciliation and processing of receiving reports, vendor invoices, and other payment documents.
• Administers and monitors assigned contracts. Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow‑up.
• Maintains individual workload statistics.
• Directly oversees distribution and completion of all contract renewals monthly to other Procurement Specialists; manages and supervises the operation of Jaggaer and…