Term Limited - Procurement Specialist

Procurement Specialist

At Community Transit, we are looking for a Procurement Specialist. In this role you'll play a critical role in leading complex procurement and contracting activities that support the agency's operations and long-term goals. This is a hands-on procurement role for a professional who can take a procurement from concept through contract administration.

Working closely with Management and project teams, you'll develop procurement strategies, draft scopes and specifications, lead solicitations, establish and manage contracts, and provide procurement guidance across a diverse portfolio that includes information technology, professional services, construction, capital equipment, rolling stock, vehicle parts, commodities, and supplies.

We're looking for someone who brings strong contract management and solicitation development experience, particularly in IT procurement, and who is comfortable working collaboratively with stakeholders to translate business needs into clear specifications and successful procurements.

Term-Limited Position: This position is funded as a term-limited assignment with a minimum duration of 24 months. Appointment to this position does not guarantee continued employment beyond the term-limited assignment. If a regularly funded position becomes available during or following the assignment, the incumbent may be appointed to the position, subject to organizational policies, applicable employment requirements, and business needs. There is no guarantee of continued employment or appointment to a regular position.

Essential Duties

• Craft and manage public procurements such as Quotes, RFI's, RFPs, RFQs and ITBs. Write and collaborate on specifications. Facilitate public conferences and bid openings. Create addenda, actively promote competition and improve our vendor database. Determine responsiveness and responsibility. Manage and lead evaluations and interviews. Perform cost and/or price analyses. Use negotiation strategies and plans, lead and conduct negotiations. Conduct award process, contract administration, and closeout.
• Create legal documents and refer with Management prior to sending to legal counsel review when needed. Research and source unusual or hard-to-find goods and services. Maintain documentation.
• Function as business advisor to assigned areas. Advise on procurement processes and alternative methods of public works projects including functions such as intents & affidavits, bonds, retainage, and milestones. Provide advice on risk evaluation, life cycle analysis, cost estimation, cost price analysis, market research, best value, protest, and planning. Provide support in developing project budget proposal requests and Transit Development Plan.
• Lead project teams. Propose and manage procurement project plans and schedules. Research and apply contract law, federal, state, and local procurement laws, regulations. Ensure procurement program compliance. Identify and resolve problems with procurements and contracts. Maintain confidentiality during the procurement process.
• Represent the agency as a procurement contact at interagency and inter-jurisdictional groups, committees, and forums. Makes presentations to community groups, and the public concerning procurement-related subject matter.
• Collaborate with vendors to reduce costs, errors, and inefficiencies. Conduct vendor debriefing meetings to develop their competitive performance. Interface with vendors to achieve mutual agreement in interpretation of contract terms and scope and conflict resolution. Investigate contract breaches and recommend action such as cure and/or termination.
• Perform procurement project management responsibilities. Act as project manager and administer or support Agency wide procurement programs. Advise and make recommendations on procurement issues, policies, and procedures.
• Promote and support SBE/DBE participation and development by educating and training vendors and agency management on the contracting process, how to conduct business with Community Transit, information on State certification, and upcoming contracting opportunities. Encourage SBE/DBE participation in all procurements. Facilitate SBE/DBE workshops and events. Act as a liaison with other agencies to establish procurement partnerships for contracting and SBE/DBE programs. Perform SBE/DBE policy elements such as CUF reviews, shortfall analysis, DBE triennial goal setting, semi-annual Uniform Report, Prompt Payment, and others.
• Provide support or complete the tasks for audit regulation compliance for procurement records, including public disclosure requests. Collaborate with auditors on annual and triennial audits.
• Perform other duties of a similar nature or level.

Requirements

Minimum Qualifications

• 2 years of experience in procurement of goods and services.
• 2 years of experience in contract negotiations and/or administration.
• 1 year experience facilitating teams and working with committees.

An equivalent combination of education and experience to successfully perform the job duties is also accepted.

Knowledge Requirements

• Procurement and contract laws.
• Procurement and project management planning techniques and risk assessments.
• General finance and business ethics, policy, and practices.
• Contract negotiation, management, administration.
• Techniques for procurements such as capital equipment, professional services, technology, and construction.

Skill Requirements

• Fostering an inclusive workplace by upholding Community Transit's core values in support of the organization's vision and mission. Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals. Demonstrating courtesy, sensitivity, and respect in all interactions.
• Ability to think critically, identify strengths and weaknesses and alternate solutions, conclusions, or approaches to problems.
• Identifying and meeting the needs of internal customers and providing excellent customer service, such as researching, compiling, and interpreting a variety of information and making appropriate recommendations.
• Providing training and instruction to adult learners and professionals by interpreting policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Managing multiple tasks simultaneously, effectively, and adjusting to changing priorities.
• Facilitating diverse groups of internal and external stakeholders and interests to develop and attain mutual understanding. Using emotional intelligence to navigate complex and challenging group dynamics.
• Professional experience with PC-based software such as MS Office, email, Financial Software/ERP, and scheduling applications.
• Basic project management
• Independently preparing solicitation documents, scopes of work, correspondence, and memoranda.

Preferred Skills and Knowledge

• Degree in business administration, procurement, purchasing, supply chain, public administration, economics, or a related field.
• Professional certification in Contracting, Procurement, Supply Chain Management, and/or Project Management.
• Previous Federal Transit Administration/transit industry or public procurement/public sector experience.
• Experience with PeopleSoft Financials or other ERP & Supply Chain Management.
• Public procurement planning techniques, risk assessments, and best practices, as well as general finance and business ethics, policy, and practices.
• SBE/DBE policy, program, and compliance.

Working Conditions

Hybrid telework may be available. Availability is at management discretion and may not be available for this position based on the nature of the work. Work is performed in an office environment and requires the use of office equipment and technology. You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. You may also be required to lift and carry materials up to 10 pounds occasionally.

Application and Selection Process:

• Only on-line applications accepted. Please include resume.
• Applicants for this job may be considered for other openings up to six months after the date this position is filled.
• Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge, and skills for the position. The evaluation process may include interviews, background check, reference checks and various performance tests.
• Salary will be negotiated based on skills and experience.

Employee Benefits:

Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance. Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency's deferred compensation plan. In addition to WA Paid Sick Leave, employees in this position, accrue 24 days of Paid Time off (192 hours) in their first year and ten (10) paid holidays throughout the calendar year. Full list of all benefits and details can be found here.

If you have a family member, or share the same living quarters of a current Community Transit employee, please let your Human Resources Recruiter know as your eligibility for this position will be affected.

Community Transit provides a tobacco-free and drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on an basis prohibited by Federal, State or Local law