Contract & Procurement Specialist

Operations & Maintenance Department Contract Management Position

Provide contract management, procurement and administrative support to the Operations & Maintenance Department.

Major Responsibilities:

• Provide administrative support for public works projects, including preparation of bid documents, managing project payments, verifying certified payrolls, ensuring compliance with prevailing wage laws, participation in project meetings, maintaining and tracking project budgets and processing all final documents for project close-out.
• Coordinate website updates and postings including call for bids, plan holder lists, addenda, and meeting minutes as needed for projects and proposals.
• Manage service contracts to ensure compliance with procurement policies, insurance requirements, modifications, extensions and renewal/cancellation dates.
• Receive, examine and process procurement requests; prepare bid specifications and other necessary documents related to the purchase of supplies, materials and equipment;
• Manage the Small Works Roster in compliance with procurement policy.
• Assist all supported departments to determine purchasing needs and specifications. Maintain records on purchase price information on both open market and contract purchases. Analyze purchasing trends to determine the most beneficial procurement for the airport.
• Prepare Board memos, track and ensure complete processing of all Board agenda items.
• Assist with the development of Request for Proposals (RFPs) and associated documents; administers RFP and bid procedures in accordance with Airport policies and applicable law.
• Maintain department files and records including: purchase orders, fuel reports, training records, budgets, and other data files.
• Generate various reports as needed by the Department.
• Calculate and process cost recovery reports.
• Type reports, correspondence, budgets, and memos.
• Order materials and supplies based on cost effectiveness and supplier availability; coordinate with Department staff on items that are back ordered, and provide support and assistance for major purchases.
• Ensure timely processing of paperwork between the Accounting Department and supported departments.
• Provide training on Procurement Policy to staff members as required.
• Perform all other duties as assigned.

Qualifications:

• Bachelor's Degree or higher required, with preference given to a degree in accounting or business administration.
• Four years administrative experience, preferably in business or accounting. Preference will be shown for candidates with experience in public agency procurement.
• A combination of education and experience may be considered in meeting the minimum requirements for this position.
• Must possess a valid driver's license, free of serious or frequent traffic violations.

Knowledge/Skills:

• Deliver excellent internal and external customer service.
• Present in a professional manner with excellent interpersonal skills in order to establish and maintain working relationships with others.
• Communicate effectively both verbally and in writing. Able to read, write, speak and understand English.
• Use spreadsheets, word processing, and database computer software programs including Microsoft 365 applications proficiently.
• Organize various projects, work independently and use good judgment within general policy guidelines.
• Maintain confidentiality and handle sensitive information appropriately.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines and changing priorities.
• Possess a thorough knowledge of federal, state, and local laws and regulations applicable to assigned areas of responsibility.
• Develop a strong understanding of policies, principles, practices, and methods for developing and administering contracts and procurement.
• Be of good moral character and able to adhere to professional ethical standards of conduct as a public employee working in the public administration and operation of airports.

Physical Requirements:

• Requires the ability to lift, carry, push and pull objects up to 30 pounds.
• Job functions require sitting for extended periods with intermittent walking and standing; also involves stooping, kneeling, bending, lifting, carrying, and reaching occasionally.
• Extensive wrist and hand movements required for frequent keyboarding and use of office equipment.
• Ability to perform close work to file, read and use computer required.
• Ability to continuously exchange information through listening and talking with customers, coworkers, representatives of community organizations and other individuals required.
• Ability to be mobile community wide for appropriate business needs required.

Security Requirements:

• Must be able to obtain and maintain an Airport security badge as a condition of employment.

Supplemental Information:

WORKING CONTACTS WITH OTHERS (INTERNAL AND EXTERNAL): Regular contact with other departments, tenants and outside sales contacts. WORKING CONDITIONS, TRAVEL, ENVIRONMENT AND POTENTIAL HAZARDS: Work is primarily in an office setting with occasional travel on Airport complex and local community. Occasional exposure to mechanical shop and proximity to heavy equipment as well as exposure to airfield noise and pollutants. EQUIPMENT OPERATION REQUIRED: Business computing equipment and software, fax machine, copier, calculator, Airport vehicles and two way radio.