POSITION SUMMARY:
Under
the direction of the assigned supervisor of Purchasing Services/Operations, the
Procurement Specialist will administer the centralized procurement functions of
the school system, which includes acquisition planning, formal bidding and administering
complex procurement methods that require a high degree of experience and
knowledge. The work involves collaboration with school administrators and
office/division account managers. The incumbent of this position is responsible
for the procurement of materials, supplies, equipment and services in
accordance with federal, state and local jurisdiction contracts, procurement
regulations and guidelines. The Procurement Specialist performs a variety of
specialized procurement assignments and serves as a subject matter expert and
resource to staff.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Serves as a senior technical expert
in the procurement of complex goods or services, as well as all types of
procurement for PGCPS;
Solicits, evaluates, negotiates and
awards contracts for goods, services and construction utilizing various
procurement methods to include, Request for Proposal (RFP), Invitation for Bid
(IFB), cooperative agreements and task orders ensuring awards are within the
applicable laws and COMAR;
Performs contract administration,
including liaising between suppliers and departments, negotiation of prices and
terms of conditions, compliance with contract terms and conditions, compliance
with grant requirements, and negotiation of contract amendments, extensions and
change orders;
Leads acquisition planning meetings
with schools and departments to develop strategies for implementing the most
effective procurement methods for goods, services, construction and insurance
required to satisfy business needs;
Represents the department at
pre-proposal conferences; attends evaluation committee meetings and provides
guidance on evaluation proposals;
Prepares contract documentation, semi-annual
vendor performance and procurement contract evaluations to ensure compliance;
analyzes cost and price data from vendors;
Prepares and maintains accurate
records and electronic documentation on all solicitations, responses, purchases,
contracts, correspondence and related follow-up;
Analyzes current procurement
activities and recommends improvements through more efficient procurement
methods, e-procurement, quantity discounts, standardization, value analysis or
cooperative purchasing;
Responds to protests and other
vendor complaints orally and in writing; serves as the initial level of
mediation of disputes regarding the selection of the award bidders and issues
of vendor performance and prepares appropriate documentation of the conference
and rulings within the appeal process procedures;
Analyzes and assists the
development, review and implementation of procurement policies, standards and
tools to continuously improve departmental responsiveness and efficiency in
alignment with purchasing metrics;
Administers policies and procedures
to ensure achievement of Minority Business Enterprise (MBE) goals in
collaboration with the PGCPS MBE Office;
Provides procurement guidance and
direction to personnel on an as needed basis; and
Performs other duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge and experience in preparing bid specifications in
categories of complex technical materials, supplies and equipment; excellent
ability to write clear Request for Proposal and Invitation for Bid
specifications for all types of goods and services to enhance competition;
Demonstrated knowledge of established and recognized purchasing
practices, procedures, methods and strategies, to include federal, state and
local jurisdiction contracts, procurement regulations and guidelines
specifically related to public purchasing;
Experience in soliciting, awarding and managing large dollar value
and complex procurement contracts;
Demonstrated experience in mediation of disputes regarding the
selection of the award bidders and issues of vendor performance and appeals;
Considerable skills in researching and preparing highly complex
specifications, solicitations and contract documents; understands and engages strategic
sourcing principles;
Ability to effectively communicate orally and in writing,
including the ability to convey complex and technical subjects in a clear,
concise and positive manner; ability to prepare technical specifications and
invitations to bid and to analyze bids;
Superior interpersonal skills, including the ability to interact
in a professional manner with senior level administration and teammates during
periods of high demand and tight deadlines; ability to thrive in a fast-paced environment
is essential; and
Ability
to think strategically, conceptually and analytically to assess opportunities
for improvement, identify and consider potential solutions, and make timely
recommendations.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
Bachelor's degree from an accredited college or university in
business administration or a related field, plus a minimum of three (3) years
of experience reflecting progressive responsibilities related to procurement
required. Previous experience in public
sector procurement preferred. In lieu of
a Bachelor’s degree, consideration
may be given to applicants with a minimum of seven (7) years of progressively
responsible experience in purchasing and procurement.
CERTIFICATION REQUIREMENTS:
Certified
Professional Public Buyer (CPPB) or equivalent certification(s) preferred.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.