Procurement Specialist

Description 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 role includes sourcing selected suppliers, negotiating contracts, monitoring inventory levels, and ensuring compliance with government regulations and organizational policies. Attention to detail, excellent communication skills, and the ability to collaborate with internal stakeholders and external vendors are essential. Class Characteristics The Procurement Specialist is a single‑position administrative/at‑will/non‑represented classification that promotes the most effective use of the District’s funds in the procurement of materials, supplies, services, and equipment. The position performs a broad range of administrative support functions related to procurement and inventory management objectives, including oversight of procurement bids, contract construction, and administration. Moderate level of supervision is required. Supervision Received And Exercised This classification reports to the Chief Financial Officer. The position supervises the BUYER classification and may function as lead regarding assigned projects. Core Competencies 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. Contract Management: drafting, reviewing, preparing, and administering procurement contracts, including terms, conditions, and performance metrics. Market Research and Analysis: researching required markets, analyzing industry trends, and identifying potential suppliers. Negotiation Skills: negotiating pricing, terms, and conditions with vendors to secure favorable procurement contracts. Data Analysis and Reporting: analyzing procurement data, generating reports, and presenting findings to stakeholders. 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. Relationship Building: establishing rapport and maintaining mutually productive relationships. Essential Functions Performs procurement planning, oversees solicitation processes, and evaluates bids, quotes, and proposals, using automated procurement systems where applicable. Prepares formal procurement documents for solicitation. Obtains bids, proposals, or quotations from vendors, conducts cost comparisons against specifications, and makes recommendations for orders or agreements. Prepares technical reports, correspondences, and other written materials, including charts, graphs, or spreadsheets. Attends pre‑bid meetings and interacts directly with prospective vendors or contractors to address inquiries, taking meeting minutes accurately. Prepares addenda and issues to all prospective bidders to communicate changes, updates, or clarifications following pre‑bid meetings. Generates purchase order documents electronically and maintains formal contract agreement files. Maintains ongoing communication with vendors and monitors contract compliance and progress, ensuring adherence to quality, delivery, price, and service terms. Prepares independent cost estimates for formal procurements, ensuring accuracy and equity. Reviews change order requests and conducts cost/price analysis of bids and proposals, making recommendations accordingly. Maintains contract files in accordance with federal, state, and local regulations, including District policies. Performs Buyer duties as needed. Authorizes purchase orders within established purchasing thresholds. Produces memos, correspondence, and reports related to contract processing and execution, responding to inquiries from vendors and District staff. Negotiates and establishes annual blanket purchase orders, master purchasing agreements, and service agreements. Conducts research, evaluates findings independently, and makes informed decisions on procurement matters. Resolves discrepancies in invoices, deliveries, and shipments. Prepares agenda items for presentation to the Board, ensuring clarity and accuracy when presenting procurement information. Works occasional evenings, weekends, nights, and holidays as needed. Performs other related work duties as required. Typical Qualifications Education, Training, And/Or Experience High School Diploma or GED is required. An associate’s degree (or 60 semester units, or 90 quarter units) in business, public administration, or a related field is preferred. A bachelor’s degree may substitute for one year of required work experience. Three (3) years of progressively responsible purchasing and contracting experience are required. Transit/public agency experience is highly desirable. Licenses And/Or Certificates Certified Public Purchasing Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) highly desirable. Current, valid California Driver’s License with an acceptable driving record. Requisite Knowledge And Skill Levels Contract negotiation strategies, drafting techniques, and vendor performance management. Research methods to assess industry trends. Processes for requests for proposals (RFP), requests for quotes (RFQ), requests for information (RFI), formal and informal bids, and quotes. Public transit or heavy‑duty fleet maintenance operations and equipment, parts, and tools. Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Local, state, and federal contracting laws and regulations. Data management and record‑keeping techniques. Reading, mathematical, written, and verbal skills required to perform essential functions. Proper English usage, spelling, grammar, and punctuation. Requisite Abilities Develop technical specifications and draft contracts. Identify and engage with potential suppliers and vendors. Analyze cost/value aspects in potential orders. Accurately perform mathematical calculations. Oversee and manage contracts throughout their lifecycle. Manage multiple projects concurrently. Efficiently purchase parts and materials and maintain cost controls. Prepare and deliver clear, concise, grammatically correct documents and reports. Create and maintain professional relationships. Continuously improve operations, streamline processes, and provide customer service. Work during non‑traditional hours, including early mornings, late evenings, holidays, and weekends. Travel to various locations for off‑site meetings and events when necessary. Essential Physical Tasks & Environmental Conditions Exposure to cold temperatures (20°F to 50°F) for 30 minutes walking between buildings; must wear warm clothing and personal safety equipment. Exposure to high temperatures (80°F to 120°F) for one hour while inspecting equipment; must wear suitable clothing and stay hydrated. Exposure to loud noises for one hour while communicating with mechanics or assessing building and grounds; must use ear protection. The role requires extended periods of sitting, standing, walking, reaching, twisting, kneeling, bending, squatting, and stooping. Grasping, repetitive hand movements, and precise coordination are required when operating a computer or phone. Vision for reading reports and documents and acute hearing for communication are needed. The position may require lifting, dragging, or pushing items weighing up to 25 pounds. Operation of a motor vehicle may be required for picking up parts and supplies at vendors’ facilities. Reasonable accommodations are available for qualified candidates with disabilities. Supplemental Information A background check will be conducted for this classification. All Golden Empire Transit District employees are designated “Disaster Service Workers” through state and local laws. In the event of an emergency, employees may be assigned to assist rescue and relief workers, which may involve working beyond normal hours or locations. Employees are expected to remain at work or report promptly following a significant emergency. Benefits Golden Empire Transit District offers a variety of benefits to full‑time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long‑term disability, holidays, vacation, and sick leave. #J-18808-Ljbffr Golden Empire Transit District