Procurement & Contracts Specialist
GENERAL OVERVIEW:
The Procurement & Contracts Specialist works under the immediate supervision of the Procurement Manager to assist in the development, planning, organizing, administering, and overseeing the procurement operations of CES. The Procurement & Contracts Specialist is responsible for the entire solicitation process, from creating the Request for Proposal (RFP) to evaluations and issuing contracts to contract management. The Procurement & Contracts Specialist is expected to adhere to all CES Board Policies and Administrative Regulations.
MINIMUM REQUIREMENTS:
Bachelor’s Degree and/or appropriate certifications (ie., CPPB, CPPO, CPM, CPSM)
Five (5) years of directly related public sector procurement experience.
Three (3) years’ experience in the development, issuance, and management of publicly competed solicitations, such as Bids and Requests for Proposals (RFP), and contract management.
*CES reserves the right to consider, on a case-by-case basis, whether to accept experience in lieu of education, or a combination of education and experience that meets the requirements of the job.
Proficient working knowledge of Microsoft Office Suite and related digital applications (Word, Excel, Access, Outlook, Teams, Sharepoint, OneNote), Abobe PDF, cloud-based applications (OneDrive, Google Drive, etc.).
Must be able to pass a background check.
PREFERRED BACKGROUND:
(Preferred Background is subject to change from time to time to meet the needs of CES)
Master’s degree in business, economics, or related field.
Seven (7) years relevant experience in private or public sector in procurement or procurement
management, contract, and program management.
Advanced knowledge of public sector (local, state, and federal) business practices, private sector business/finance practices, sales, marketing, trends, procurement cycles, etc.
Advances skills, abilities, and experience to conduct and perform research to assess, analyze, evaluate, make and communicate data-driven decisions relating to CES business activities.
Excellent interpersonal communication skills and customer service skills.
Advanced level of proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, Teams),
Adobe PDF, cloud-based applications, ERPs, etc.).
GENERAL JOB INFORMATION:
Equipment Used in Performing Job (including but not limited to):
Computer with Microsoft operating system and Office suite and CES specific software
Copier, scanner, other office equipment
Multiline phone
Dual/triple monitors
Physical Requirements/ Work Environment (including job hazards):A standard office environment is provided. Position requires sitting and walking intermittently throughout the day. Must be able to lift 30 pounds. Extended time spent on computer at any one time using and creating databases and spreadsheets. Utilization of resources for members, participation entities, vendors and staff is required to perform job functions.
ESSENTIAL JOB TASKS:
All tasks are performed in accordance with established policies, procedures, safety and environmental regulations and computer security guidelines. Tasks are subject to change from time to time to meet the needs of the organization. Other duties as assigned.
Solicitation of Contracts:
- Oversee, administer, and conduct solicitation activities of CES.
- Manage the procurement solicitation process for CES.
- Develop, issue, receive, evaluate, and award Request for Proposals (RFP) and Request for Bids (RFB).
- Respond telephone, written correspondence and/or vendor, member and prospective vendors requests relating to the CES solicitation process.
- Coordinate the updating and maintenance of procurement records, databases and files related to the solicitation process.
- Ensure that all CES solicitations are in compliance with Federal, State, local and board codes, laws, regulations, policies and procedures.
- Conduct, perform and carryout assigned duties, responsibilities and CES business in accordance and compliance with professional standards, CES Board Policies, New Mexico and Federal codes, laws, and regulations.
- Respond to CES staff, members, participating entities questions as they relate to the procurement process.
- Respond to vendors’ questions as they relate to the procurement process.
- Provide consulting and support services to CES staff, members, participating entities, vendors, other community groups and individuals as needed and requested.
- Participate in training of members, participating entities, and vendors on the CES’ procurement process.
- Manage the procurement and the process for CES members and vendor to use the CES E-rate program to include but not limited provide training, send out and track Letters of Agencies, maintain records and databases and files.
- Train prospective vendors on the CES solicitation process, how to respond to a solicitation, and how to navigate the CES eProcurement System.
Communications
- Organize, maintain, and provide required communications for public solicitations.
- Research, develop and create RFP/RFB solicitation documents.
- Receive questions and comments relating to issued solicitations and respond appropriately.
- Respond to phone calls and requests for information and assistance relating to CES’ procurement program including contract questions or issues as they relate to Direct Purchase.
- Participate in programs to inform, involve, and acquire prospective vendors to participate in CES’ procurement program.
- Participate in the training of members, participating entities, and vendors on the CES procurement process.
- Assist with Direct Purchase contract issues and resolve problems.
Data Entry
- Enter, prepare, and provide data to be utilized in the CES solicitation Process.
- Assist in maintaining and updating the CES procurement and other databases.
Document and Report Preparation
- Prepare or create as required solicitation and evaluation documents and associated reports.
- Assist in maintaining the CES RFP/RFB board report.
- Assist in the preparing and maintaining the solicitation schedule.
- Assist in the preparation of the CES Bluebook online vendor listing.
- Assist in updating and maintaining the CES procurement policies and procedures.
- Assist in the operation, management and administering of the CES cooperative procurement program and other programs as they become available.
- Assist in the development of procurement language used in CES terms and conditions.
- Assist in the development of language used in CES contracts.
Records Management:
- Assist in the organization, classifying, tracking, storing and managing procurement and contract records in accordance with CES, federal, state and local record and retention regulations, rules, policies and procedures.
Technology, Related Tasks
- Assist in the design, development, testing, and implementation of a CES eProcurement system and E-Commerce Solution.
- Assist in updating and maintaining the procurement application and database.
- Assist in organizing, developing, creating, and implementing the vendor’s contract information on CES in-house production server and website.
- Assist in updating and maintaining the internal databases and spreadsheets utilized by the procurement office.
As needed or requested
- Attending meetings, conferences, trade shows and other functions as requested (may include travel).
- Prepare presentations as required by the Procurement Manager.
- Assist in compiling, preparing, and issuing monthly, quarterly, and annual procurement reports.
KNOWLEDGE/ TECHNICAL SKILLS/ ABILITIES:
- Experienced in the development, issuance, and management of publicly competed solicitations, such as Bids and Request for Proposals (RFP), plus contract and vendor management.
- Intermediate level of knowledge in local, state, and federal rules and regulations relating to public procurement.
- Ability to interpret procurement code language and provide guidance to CES Members and Vendors.
- Working knowledge of public sector (local, state, federal) business practices, private sector business / finance practices, sales, marketing, trends, procurement cycles, etc.
- Possess the skills and abilities to conduct and perform research to assess, analyze, evaluate, make, and communicate data-driven decisions relating to CES business activities.
- Excellent interpersonal communication skills and customer service.
- Intermediate level of proficiency in Microsoft Office Suite including Word, Excel, Access, Outlook, Teams, PDFs, cloud-based applications, ERPs, etc.
- Ability to take abstract concepts and turn them into workable action plans within the confines of Federal, State and Local laws and regulations.
- Ability to negotiate contract pricing and terms.
1. Organization
A) Ability to manage multiple priorities and resources in a dynamic environment across various departments and organize complex information.
B) Ability to work independently and multi-task with strong attention to detail and problem-solving skills.
C) Responsible for setting own project deadlines.
D) Good organizational, multi-tasking, and time-management skills
E) Organize, set priorities, and exercise sound independent judgment and initiative within established guidelines.
2. Judgment and Decision Making
A) Considers the relative costs and benefits of potential actions to choose the most appropriate one.
B) Exercises authority that requires consistent use of independent judgment to advise CES Management in high profile contract matters, including risk analysis.
C) Advises CES Management regarding compliance with contract terms and conditions.
D) In support of contract performance management activity, consults on contract risks for the agency, supports action plans pertaining to audit findings, and provides contract change management (negotiations, amendments, suspensions, terminations).
E) Research applicable laws and policies to recommend solutions and legal alternatives in resolving problems concerning the obligations of CES, its members, and contract holders.
3. Critical Thinking
A) Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Must possess initiative with strong analytical and problem-solving skills.
B) Investigates sensitive or unusual issues or complaints regarding CES Members, contract holders, and staff; provides guidance and assistance to CES Members, contract holders, and staff; reviews, analyzes, and interprets legal terms and conditions pertinent to procurement.
C) Establish and maintain effective customer-focused working relationships with all levels of CES staff, Members and Participating Entities, other governmental officials, community groups, contractors, consultants, vendors, and the public.
4. Attitude & Teamwork
A) Must enjoy helping others and providing exceptional customer service to CES’ staff and members.
B) Skills/Knowledge/Abilities and project confidence tempered with humility.
C) Must be a team player willing both to steer the team towards success and to fully support the team when others are steering.
D) Proven ability to work independently and as a team member.
E) Ability to work effectively with multiple CES Members and Participating Entities.
5. Making Decisions and Solving Problems
A) Ability to tell when something is wrong or is likely to go wrong; Recognizes there is a problem and escalates or informs the resources who can address the problem.
B) Analyzes information and evaluates results to choose the best solution and solve problems.
C) Exercise sound, expert independent judgment within general policy guidelines.
6. Analyzing Data, Drawing Conclusions and Making Decisions and Recommendations
A) Analyzes information and evaluates results to draw conclusions, make data driven decisions and develop actionable recommendations for business units.
B) Ability to provide CES staff, Members and Participating Entities positions on issues effectively, and to reach resolution in a positive and efficient manner.
7. Communication
A) Shares and collects information, exchanges ideas, and openly explores perspectives, and adjusts style and content to each person, audience, and circumstance.
B) Excellent interpersonal skills, written and oral communication skills.
C) Understand and follow oral and written instructions.
D) Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials.
E) Ability to establish and maintain positive working relationships with CES staff, Members and Participating Entities, contract holders, bidders, inside and outside CES.
8. Knowledge
A) Principles, practices, and methods used in public agency contracting and contract administration. Basic principles and practices of public facilities construction. Local, state, and federal laws and regulations governing public agency contracting and contract administration.
B) Proficient in the use of Microsoft Office Suite applications and other business software. Basic knowledge of database design, software development, relational database principles and practices as they apply to key procurement software systems.
C) Requires knowledge of financial terms and principles with the ability to conduct basic financial analysis.
D) Evaluate contract documents and make sound decisions on their administration and enforcement.
9. Other
A) May be expected to temporarily telework based upon current or future business conditions.
Job Type: Full-time
Pay: $64,993.00 - $71,654.00 per year
Benefits:
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- Weekends as needed
Supplemental pay types:
Ability to Relocate:
- Albuquerque, NM 87123: Relocate before starting work (Required)
Work Location: In person