POSITION TITLE: Procurement and Contracts Administrator
DEPARTMENT or DIVISION: Finance
APPOINTMENT INFORMATION: Full-time, Non-Exempt, On-site
SUPERVISOR'S TITLE: Procurement & Contracts Manager
JOB SUMMARYThe Procurement and Contract Administrator is responsible for performing and supporting formal and informal procurement processes involving a wide variety of purchases including materials, supplies, equipment, construction, and services for the Port. This key role assists in the administration of the Port's procurement processes, ensuring procurement activities, vendor data, and related documentation are accurate and compliant with applicable federal, state, and Port policies, regulations, and laws. As needed, the incumbent serves as the backup to the Procurement and Contracts Manager, performing required duties to advance projects and key activities for the Port.
ESSENTIAL FUNCTIONSThe position will perform, though not limited to, the following essential functions:
- Prepares and administers formal solicitations (Bids, RFP's, RFQ's, QBS) managing the entire process from inception to award, including preparation of scope of work and specifications, review of project budgets, coordination of solicitation meetings and site visits, evaluation and bid tabulation, aligned with Port policies and procedures.
- Administers various port-wide contracts including but not limited to, developing, executing, issuing, maintaining and monitoring contractual agreements. Reviews invoices to ensure appropriate procurement policies were followed and all necessary documents are attached that comply with procurement policies
- Works with department contacts to collect information, resolve contract concerns/issues and re-solicit the contract when appropriate
- Presents ideas clearly, both verbally and in writing, to share acquired information or knowledge; discusses alternatives; drafts contracts, and addresses problem/conflict situations
- Assists departments with the most appropriate manner to obtain competitive pricing, reviews with departments what the most appropriate procurement vehicle is for the type of purchase being made, and conducts market research
- Assists with management of the Job Order Contracting program and the apprenticeship utilization program
- Assists with development and maintenance of a supplier management program, including utilization and tracking of disadvantage businesses, including data collection, preparing reports, and preparing for and conducting supplier outreach
- Researches and reviews survey or other appropriate data for purchasing administration trends and tools, compiling and updating comparable data from similarly governed public agencies. Reviews cooperative purchasing agreements for compliance with Port, State and Federal requirements, as appropriate
- Develops training materials, in conjunction with Procurement and Contracts Manager, and trains staff on procurement and contracting processes
- Assists with development, implementation and on-going maintenance of various procurement, contract management, and other related software, policies, and procedures
- Organizes, maintains, and archives paper and electronic files for procurement per established procedures
- Complies with all company, health, safety, and environmental regulations by recognizing hazards and using appropriate equipment and procedures
- Adheres to all company policies, procedures, employee handbook guidelines, and the provisions outlined in the respective Collective Bargaining Agreements (CBA), ensuring consistency, fairness, and compliance in daily operations
- Participates in Port events to support organizational engagement and culture
- Performs other duties and projects as assigned to support operational needs
Requirements
QUALIFICATIONSKnowledge, Skills, & Abilities (KSA's) Required of all Exempt Employees:The following KSAs ensure we maintain a knowledgeable, capable, and professional workforce aligned with our mission. All employees are expected to:
- Demonstrate expertise specific to their profession and obtain/maintain appropriate licensing/certification
- Possess intermediate level personal computer skills and the ability to effectively utilize electronic communication systems
- Display the diplomacy necessary to address sensitive issues or complaints-both public and private
- Possess effective conflict resolution and personal negotiation skills
- Exhibit high ethical standards in the execution of position responsibilities
- Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful, and knowledgeable
- Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material
- Have the ability to obtain a Transportation Worker Identification Credential (TWIC)
- Possess a valid driver's license and maintain insurability under the Port's auto insurance plan
Specialized Knowledge, Skills & Abilities: - Demonstrated ability to display principles, practices, and necessary technical skills to function within a customer service driven environment
- Understanding of internal control procedures and requirements
- Strong presentation and communication skills, with the ability to convey financial concepts to diverse audiences, including non-financial staff members
Preferred Work Experience:- Bachelor's degree in Public Administration, Business Administration, Finance or related field
- Considerable (3 - 5 years) experience in the public sector in contract administration, purchasing, vendor management, procurement card, accounting, finance, or a closely related field
- Certification from the Institute for Public Procurement (NIGP), Universal Public Procurement Certification Council (UPPCC), or the National Contract Management Association (NCMA)
Physical Requirements: - Able to remain in a stationary position for extended periods
- Able to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Able to operate office equipment such as computers, printers, and telephones
- Able to occasionally lift or carry items (e.g., files, office supplies) typically up to 10-20 lbs
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Salary Description
$95,000-$105,000
