JOB TITLE:  Procurement Specialist

DEPARTMENT: Finance

REPORT TO: Director of Procurement

SALARY RANGE: DOQ ($49,151 -  $61,439)

PURPOSE OF JOB

LAST REVISION DATE: 8/2020

FLSA: Exempt, Full-Time

EEO: Professional

The Procurement Specialist is responsible for drafting bid specifications, coordinating, compiling and disseminating bid selections, federal reimbursable transaction tracking and reporting, contract planning, and additional administrative coordination for procurements within the bus operations and maintenance department.

ESSENTIAL FUNCTIONS

The following duties are standard for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

1. Coordinate with the bus operations and maintenance department staff to identify necessary goods and services and assist with purchases.
2. Validate receipt of goods and/or services and perform the necessary actions in the financial software such as requisition entries, invoice receiving, and tracking for the bus operations and maintenance department
3. Assist with researching prices and obtaining quotes on low value items
4. Responsible for all federal documentation for bus operations purchases; ensuring paperwork is completed accurately, filing paperwork appropriately, tracking corresponding requisition and receiving, and communicating these activities; as well as maintaining bus operations and maintenance purchasing documents, files and records for the purpose of ensuring the availability of documentation and compliance with established polices and regulatory guidelines.
5. Assist with procurements by creating and maintaining timelines, the development of scopes of work/specifications, bid/ proposal review and document bid award recommendations for bus operations and maintenance
6. Assist with the routing, copying and circulating of bus operations and maintenance quotes, bids and proposals for evaluation
7. Assist with solicitation processes including development of documents i.e. Request for Bids, Request for Proposals, Request for Qualifications for various procurement types i.e. goods and services, construction, architectural and engineering services, etc.; distributing plans; analyzing and documenting vendor responses; preparing and distributing bid tabulations; verification of required bonds, insurance, and other specification requirements, determine the responsibility and responsiveness of vendor responses in accordance with solicitation requirements. Understands, interprets and ensures compliance with local, state and federal law. Responsible for compliance with state and federal regulations and inclusion of the requirements in the solicitation package.
8. Assist with contract negotiation, development and execution working in collaboration with legal counsel. Assist with ensuring proper insurance is obtained in collaboration with insurance team and documenting and maintaining the procurement history for all procurements.
9. Assist with inquiries regarding solicitations, purchase orders, DCTA procurement policies, state/federal purchasing requirements or other purchasing information to vendors, general public, and other DCTA departments.
10. Maintain a comprehensive list of bus operations’ contracts, monitor contract deadlines to ensure accuracy, and coordinate with contract owners for necessary information on renewals or rebids
11. Contact suppliers to schedule/expedite deliveries, resolve shortages, address missed or late deliveries, and other service provisions
12. Coordinate vendor reviews with individual contract owners and assist with documentation when necessary
13. Monitor and report funds spent with individual vendors to ensure compliance with procurement policies and assist with contract administration duties to ensure contractor compliance and performance
14. Researches and resolves vendor issues; assists Accounts Payable and/or user department in solving invoice/receiver problems; works with vendors, internal department and/or Director of Procurement in researching and solving problems with purchase orders.
15. Perform other duties and responsibilities as required.

REQUIREMENTS TO PERFORM WORK

Education and Experience: (Any equivalent combination of education and experience)

Associate’s or Bachelor’s Degree from an accredited college or university with major course work in business administration, or other related field. Minimum of three (3) years of progressively responsible experience involving the government, nonprofit, or in similar operating environment. Public Sector procurement and federal procurement regulations experience highly preferred.

Special Requirements: Hold a current valid Texas Driver's License or have the ability to obtain one upon entry into the position. Public Sector purchasing certification from nationally recognized professional organization preferred.

Knowledge of:

• Experience in parts/maintenance purchasing procedures is strongly preferred
• Public procurement regulations and processes
• General understanding of the solicitation process, including Request for Bids (RFB), Request for Proposals (RFP), and Request for Qualifications (RFQ)
• Interpersonal skills using tact, patience, and courtesy
• Strong written and oral communication skills, including proper etiquette over the phone and when interfacing with the general public
• Modern office methods, procedures, and use of computer equipment
• Microsoft Office Suite

Ability to:

• Be energetic and willing to learn
• Sound judgment and the ability to interpret policies and procedures
• Analyze and solve complex problems that require careful attention to detail
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Analyze complex situations quickly and track relationships between issues
• Solve practical problems and deal with a variety of concrete variables in situations where only limited standardizations exist
• Comply with federal and state purchasing regulations

The ideal candidate will:

• Ability to get along with others, individually and in a large group. Has the desire to care for the organization’s well-being and for the co-workers he/she interacts with. Interested in partaking in group development and team building activities.
• Be open to collaborate and work in a team-oriented and helping environment
• Possess a positive attitude, and practices good judgement, while open to receiving/providing feedback
• Be detail oriented, have strong organizational skills, and customer focused
• Possess an influential and welcoming communication style
• Foster a culture that values critical thinking and problem solving; and encourages constructive feedback, engagement, inclusion, and diversity at all levels

PHYSICAL ACTIVITIES

Physical activities include, but are not limited to: on a continuous basis, sitting at a desk for long periods of time; intermittently twisting and reaching for office equipment; writing or using keyboard to communicate through written means; occasionally running errands; lifting light weight; reaching above the waist, reaching below the waist, and reaching waist to shoulder to reach inventory on shelves; repetitive motion when using computer keyboard and/or 10-key calculator; and seeing and hearing to conduct work.

Additional perks and benefits that accompany full-time employment with DCTA:

• Telecommuting options available, up to three days a month, after successful completion of your six-month probationary period and if suitable for your position.
• Flexible office hours are permitted, given a regular 8-hour workday that brackets the agency’s core hours from 9:00am – 4:00pm (i.e. 7:30 am to 4:30pm, or 9:00am to 6:00pm). These flex hours are coordinated with your supervisor.
• One 8-hour paid day off for your birthday.
• Employee portions of Medical and Dental benefits are 100% paid by the employer