Procurement Specialist

Procurement Specialist

The Procurement Specialist is responsible for conducting intermediate-level procurement and contract administration assignments for a wide variety of goods and services in support of the operation of the District. The Procurement Specialist is responsible for sourcing select suppliers, negotiating contracts, monitoring assigned inventory levels, and ensuring compliance with government regulations and organizational policies. The Procurement Specialist in this role will exercise attention to detail, excellent communication skills, and an ability to work collaboratively with internal stakeholders and external vendors.

Core Competencies

The Procurement Specialist will:

• Vendor Management: Sourcing and evaluating suppliers/vendors, negotiating contracts, and managing vendor relationships to ensure compliance, quality, and cost-effectiveness.
• Budgeting and Cost Control: Developing and managing budgets for procurement and grant activities, conducting cost analyses, and implementing cost-saving strategies while maintaining quality standards.
• Contract Management: Drafting, reviewing, preparing and administering procurement contracts, including terms, conditions, and performance metrics. Ensuring contracts comply with legal and regulatory requirements.
• Market Research and Analysis: Conducting required market research, analyzing industry trends, and identifying potential suppliers to support informed decision-making and strategic sourcing initiatives.
• Negotiation Skills: Negotiating pricing, terms, and conditions with vendors to secure favorable procurement contracts for the District.
• Data Analysis and Reporting: Analyzing procurement data, generating reports, and presenting findings to stakeholders to support decision-making, monitor performance, and ensure transparency.
• Ethics and Compliance: Upholding ethical standards, promoting transparency, and ensuring adherence to procurement ethics, conflict of interest policies, and federal, state and transit-sector regulatory compliance requirements.
• Communication Skills: Effectively communicating with stakeholders, vendors, and regulatory agencies orally and in writing. This includes writing clear and concise procurement documents, contracts, and reports.
• Relationship Building: Establishing rapport and maintaining mutually productive relationships.

Essential functions include performing procurement planning, overseeing solicitation processes, evaluating bids, preparing procurement documents, obtaining bids, preparing reports and correspondences, attending pre-bid meetings, preparing addenda, generating purchase orders, maintaining contract compliance, preparing cost estimates, reviewing change orders, maintaining contract files, performing buyer duties, authorizing purchase orders, producing memos and reports, negotiating purchase orders, conducting research, resolving discrepancies, preparing agenda items, and reporting to work as scheduled.

Typical Qualifications

Qualification guidelines include a high school diploma or GED, an associates degree or 60 semester units of college coursework in business or related fields, three years of purchasing and contracting experience, transit/public agency experience, and a valid California drivers license. Licenses such as Certified Public Purchasing Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) are highly desirable. Knowledge of contract negotiation, research methods, public transit operations, and proficiency in Microsoft Office software is required. Requisite abilities include developing technical specifications, identifying and engaging with suppliers, analyzing cost/value aspects, performing mathematical calculations, managing contracts, managing multiple projects, purchasing parts and materials, and maintaining good working relationships.

Supplemental Information

The role requires exposure to varying temperatures, loud noises, and physical tasks such as sitting, standing, walking, and lifting up to 25 pounds. The position also requires the operation of a motor vehicle. Reasonable accommodations will be made for qualified candidates with disabilities. A background check will be conducted, and all employees are designated "Disaster Service Workers" and may be required to assist in emergency situations.