Procurement Specialist III

Ashburn, VA
Jun 12, 2019
Jun 19, 2019
Full Time

This is detailed procurement work in preparing complex solicitations and creation of a vendor relations program. An employee in this job class is responsible for working with school and central office administrators to prepare solicitations, assists with evaluations, and award preparation. The Specialist is responsible for the maintenance of related purchasing records, controls, and documents, and following through on issues that may arise during the life of the contract.

The following information is intended to describe the overall nature and scope of the work being performed in relation to the position. This is not a comprehensive listing of all responsibilities or tasks; other work may be assigned when deemed appropriate:
• Prepares complex solicitations including the creation of general terms and conditions and specifications with a statement of work; compilation of information from end users and supervisors; preparation of awards and contracts; and development of School Board agenda items as necessary.
• Collects all the required vendor documentations including vendor certifications, certificates of insurance, SCC compliances and other documents as required.
• Monitors contract expiration dates and initiates the renewal of contracts or prepares new formal solicitation as appropriate.
• Communicates with vendor representatives and documents specific contractual problems to evaluate the vendor's overall performance and determine if a contract should be renewed, canceled, or re-solicited.
• Responds to user complaints and works with awardees to resolve vendor performance issues.
• Handles multiple solicitations in various stages.
• Reviews and expedites outstanding small purchase orders. Informs requester on a timely basis of any potential order delays. Determines if a purchase order change is required and ensures order update is entered in Oracle. Administers contract compliance.
• Reviews and analyzes vendor files and contract records to determine the procurement method and recommends contract alternatives where appropriate.
• Assists the Procurement Director with oversight of vendor workshops and creation of How to Do Business with LCPS Guide.
• Composes contract documents as needed for goods/services, using appropriate language; facilitate contract modifications as needed, based on contractor/user requests; maintains contract files; ensures vendor compliance with all insurance, bonding and license requirements.

• Bachelor's Degree in business administration, finance, marketing, purchasing or related field
• Previous experience in procurement, accounting, or business-related functions
• Extensive knowledge of contracting methods, types, principles and procedures as they apply to the public procurement process
• Ability to prepare formal solicitation documents and evaluate in terms of price, quality, and expertise of vendor to meet all terms and conditions.; to perform purchasing support work; to perform office work quickly and efficiently with limited supervision; to plan, organize, and prioritize work effectively; to communicate effectively both orally and in writing with school staff and vendors; to establish and maintain effective working relationships with others; to work under pressure and/or frequent interruptions
• Expansive knowledge of materials, supplies, and equipment used in schools
• Ability to implement procedures for effectively budgeting and procuring materials, supplies, and equipment needed for new construction
• Familiarity with automated procurement systems preferably experience using Oracle Procurement and iSupplier as well as Online Solicitation and Contracting systems
• CPPB and/or CPPO preferred but not required

Physical Requirements:
While performing the duties of this job, the employee is regularly talking. expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.