Purchase/Procurement Spec

Under the general supervision of the Procurement Manager, this position serves as a middle-level procurement/sourcing specialist and works closely with agency business units. Duties include managing procurements, drafting solicitation documents, evaluation tools, and any other procurement-related documents, managing communication with proposers, planning, overseeing, and coordinating the purchasing and distribution of materials, products, and services, contract management of all  Atlanta-Region Transit Link Authority (ATL) contracts, MOUs, etc., and ensuring adherence to regulatory guidelines. Maintains detailed knowledge of appropriate State and Federal guidelines.  Develops, executes, and monitors procurement strategies that are designed to maximize internal customer satisfaction and minimize cost. Participates in ongoing category, vendor performance management, and purchasing activities within the agency.

Job Responsibilities & Performance Standards:

·       Assist with management of operational and maintenance-related contracts, including those related to the purchase of supplies, equipment, or services.

·       Track requisitions for purchased items; manage approval process.

·       Develop and/or assist in the preparation of documents such as Invitations for Bid (IFBs), Request for Qualifications (RFQs), and Request for Proposals (RFPs), amendments, change orders, and task orders.

·       Participate in the vendor response evaluation process; assist in the development of financial and technical evaluation documents; analyze vendor responses; verify vendor compliance, including but not limited to E-Verify contractor affidavit and insurance; prepare final justification and recommendation for contract award.

·       Assist project manager/technical lead with contract monitoring and performance.

·       Coordinate the renewal and extension of contracts.

·       Assist with tracking semi-annual Disadvantaged Business Enterprise (DBE) reporting data; identify opportunities for increased DBE participation.

·       Assist with preparation of reports for the Georgia Department of Audits and Accounts, including, but not limited to, monthly Architectural and Engineering report, annual E-Verify report, and Transparency in Government Act (TIGA) reporting.

·       Serve as agency Purchasing Card Administrator. Communicate with employees, vendors, contractors, and others responding to questions regarding the Purchasing Card (PCard) program, including appropriate use; spending limits; card status; Merchant Category Codes; fraud attempts; and Works entry, completion, and navigation.

·       Participate in procurement application projects; adopt and utilize new procurement application software, programs, and methodologies to support the strategic sourcing process, including eRFP tools, State systems, contract management systems, and other electronic tools; utilize tools to track and document spend and savings information; run queries in the financial system as needed.

·       Establish and/or maintain a records retention and disposal system.

·       Assist legal team as needed with preparation of Open Records Request responses.

·       Provide training and communicate policies and information pertinent to purchasing as appropriate.

·       Develop an awareness and understanding of agency Procurement Manuals, FTA Circulars related to procurement practices, and other state and federal laws, and state purchasing rules and regulations; attend appropriate training.

·       Work with other departments and staff regarding various procurement initiatives; work directly with finance staff to resolve invoice discrepancies.

·       Assist in the development of standard specifications.

·       Review purchasing forms for completion and compliance.

·       Dispatch purchase orders and forward purchase orders to vendors.

·       Resolve and/or mediate purchasing issues.

·       Use the computer system to reference vendor and purchasing information.

·       Interact with internal customers and external vendors in a manner that promotes respect, encourages cooperation, and contributes to excellent service delivery.

·       Maintain knowledge of current trends and developments in the field and apply pertinent new knowledge to the performance of assigned responsibilities.

·       Performs other duties as assigned by management.

Competencies:

·   Strong oral and written communication. Expresses ideas clearly and tailors communications appropriately for the intended audience.

·      Team Oriented. Works cooperatively with others to produce innovative solutions, especially when faced with new or complex issues. Recognizes the business concerns and perspectives of others and takes those into account when recommending solutions.

·  Flexible. Easily adapts to organizational, policy, and procedure changes. Proposes new methods, approaches, or technologies to help improve the organization.

·  Analytical. Systematically compares alternatives, notices discrepancies or inconsistencies in available information. Approaches a complex problem by breaking it down into its parts and considering each part in detail.

·     Organized. Utilizes a system to keep track of information and the work process. Carefully prepares for meetings and presentations.

·    Forward Thinking. Anticipates possible problems and develops contingency plans. Notices trends in the industry or marketplace and develops plans to prepare for future opportunities and/or challenges.