Procurement & Contracts Administrator

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Overview

We are hiring for our Procurement & Contract Administrator position; a role that plays a crucial part in outfitting our first responders with the equipment and services they need to do their job.

If that person is you, please take a moment to check out our recruitment flyer and review the job posting below. More questions? Click here to be connected with our recruitment team.

The procurement and contracts administrator position is unique within the District. This role manages all facets of the procurement and contract processes, including, but not limited to, the procurement of goods and services, professional services, construction contracts, leases and other contracts in accordance with all applicable federal, state, and local laws, policies and procedures.

Consideration of candidates will occur immediately upon application receipt, with evaluation steps moving very quickly for qualified candidates. The open period may close without notice as soon as a sufficient number of qualified candidates are received.

Examples of Duties

Areas of responsibility for the Procurement & Contracts Administrator include:

PROCUREMENT COMPLIANCE: Continuously reviews, develops, recommends, and implements District procurement policies, methodologies, and procedures to ensure compliance with the purchase of goods and services needed. Maintains integrity of the public procurement process and ensures procurement practices are consistent, open, and designed to encourage maximum competition while obtaining the best value. Collaborates with stakeholders to formulate short and long-term strategic procurement plans and strategies to maximize buying power and quality while striving to minimize inefficiencies and costs.

PROCUREMENT PROCESSES: Determines appropriate procurement methods. Develops, writes, and issues solicitations for needed goods and services with various complexities. Receives and evaluates solicitation responses, and determines award, or recommends award, of contracts within delegated authority. Meets with supplier community to solicit input, discuss problems, mediate or resolve disputes, and negotiate solicitation and contract issues to perpetuate supplier confidence. Performs due diligence for proposed new vendors to support appropriate vendor selection in alignment with District policies and best practices.

CONTRACT ADMINISTRATION: Conducts selection and contract negotiations with suppliers. Consults with legal counsel as needed. Presents contract recommendations to the Board of Directors as required. Reviews, creates, maintains, administers and executes purchase orders, contracts, change orders, and other documents and provides a link between department managers, leadership, and legal counsel. Reviews and authorizes requests to waive or exempt competitive procurements for transactions that may not require government body authorization. Supports emergency preparedness and incident procurement. Ensures post-award administration of contracts, including monitoring performance, scope, and end dates and renewals.

CONSULTATION: Serves as primary internal expert on all matters pertaining to procurement and contract administration, including providing guidance to District staff and key leadership (including Board of Directors) related to purchasing rules and guidelines, as well as solicitation, bid, and contract awards under public disclosure laws.

TRAINING: Serves as primary point of responsibility for support on understanding procurement processes involving external vendors, including technical procurement processes within the District's enterprise resource planning software (ERP). Develops training content and job aids to support District staff who are assigned roles within the procurement process.

CONTRACT DOCUMENTATION: Streamlines and standardizes administrative processing to ensure proper documentation of all contracts and purchases, including archiving related records. Tracks contract terms and renewal actions, working with designated departmental representative to ensure appropriate actions are taken.

LEGISLATIVE RESEARCH: Researches and communicates on potential impacts of proposed legislative items related to procurement issues.

SURPLUS PROPERTY: Provides legal and policy guidance for managing the District's surplus property program. Manages the electronic surplus function.

END OF YEAR PROCESSING: Monitors and closes purchase orders and terminates annual contracts as needed at year end. Participates in formal audit processes by providing requested documentation related to Requests for Proposals (RFPs) and other procurements.

For a complete description of each of these areas of responsibility, as well as the secondary functions, we invite you to review the .

Qualifications

Education:

Associate degree. Bachelor's degree in business, public administration, finance or related field preferred.

Experience:

Five years of experience in procurement and contracting procedures. Two years of governmental experience highly preferred.

Certifications & Licensures:

Professional purchasing certification(s) through a nationally recognized association, such as Certified Public Purchasing Officer (CPPO), or Certified Professional Public Buyer (CPPB), or an equivalent certification, is preferred.

For additional information on the requirements for this position, see the .

Consideration of candidates will occur immediately upon application receipt, with evaluation steps moving very quickly for qualified candidates. The open period may close without notice as soon as a sufficient number of qualified candidates are received.

Supplemental Information

COMPENSATION :The monthly salary range for this position is $7,682 - $10,393 per month. The starting pay assignment is based on a candidate's bona fide factor analysis in accordance with the District's pay equity system and the Oregon Equal Pay Act, would be no higher than $8,667 per month. A 3% salary structure increase is anticipated effective 7/1/2025.

WORK LOCATION :This is a hybrid-eligible position with on-site work at TVF&R's Command and Business Operations Center, located in Tigard, OR.

TVF&R evaluates each applicant's work history and responses to supplemental questions. Please be sure to thoroughly answer the application's supplemental questions to ensure our subject matter experts can appropriately evaluate your experience and qualifications.

VETERANS PREFERENCE: It is the District's policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility for entitlement to the preference (e.g. DD-214 long form clearly showing discharge status) with the application submission by the closing date of the posting.

TVF&R is an equal employment opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, professional, and high-performance service.

ACCOMMODATION REQUESTS :Persons needing accommodation under the Americans with Disabilities Act for any part of the application process should contact Human Resources staff at View phone number on us.fitly.work. We accept operator relay calls. If you're deaf, hard of hearing, or have a speech disability, please call 711 for assistance.

Job Type: Full-time

Pay: $7,682.00 - $10,393.00 per month

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• On-site gym
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Portland, OR 97223