Procurement Specialist

Procurement Specialist

The Procurement Services Department is seeking a dynamic Procurement Specialist to join our team! In this role, you'll be responsible for sourcing goods and services in alignment with departmental policies and procedures, collaborating with vendors and internal stakeholders, and supporting a variety of procurement-related tasks.

We're looking for candidates who are proficient in standard office software, eager to learn and grow, and capable of juggling multiple projects with confidence. A positive attitude, strong communication skills, and a collaborative spirit are key to thriving in this position.

Under general supervision, performs paraprofessional procurement and contract coordination work; performs purchasing and contracting support activities for materials, supplies, equipment, and services in accordance with Port standards and policies and all applicable legal requirements; ensures vendors meet Port quality, quantity, cost, and delivery needs; and performs related duties as assigned.

Receives, reviews, and processes assigned purchase requisitions; verifies compliance with pertinent laws, regulations, and codes, and Port policies and standards; reviews information to ensure it is complete and accurate and order parameters are clear and understood; contacts department representatives to clarify or obtain additional information; organizes requisitions for efficient action and response.

Reviews and verifies agreements, contracts, bids, and solicitation proposals for accuracy and compliance with legal and Port policies and procedures.

Drafts routine contracts, specifications, solicitation bids, purchase orders, and procurement service and consulting agreements from defined templates; ensures applicable legal and contractual provisions are included to safeguard the Port's interests.

Assists in evaluating bids; performs price / cost analyses and assesses items, including discounts, delivery conditions, and the quality and suitability of supplies, materials, and equipment; recommends the award of bids to appropriate vendors; issues, reviews, and distributes purchase orders for payment.

Performs routing and follow up of draft agreements, contracts, specifications, bids, and other documents to ensure timely and efficient handling and execution; provides information and reports to management regarding responses to follow ups or issues causing delays in the execution of documents.

Following established procedures, purchases materials, goods, and services; completes change requests including for price adjustments and delivery date extensions.

Ensures vendors meet Port needs; establishes, develops, and maintains positive vendor relationships; educates vendors regarding purchasing policies and procedures; obtains accurate and complete price and delivery information, product literature, and samples from suppliers; monitors vendor delivery dates, identifies past due dates, and contacts vendors to develop a course of action to expedite orders.

Researches, assesses, and identifies alternative vendors for products and services; interviews vendors to evaluate products and services and to obtain information for use in developing proposals.

Assists Port staff with the creation of Requests of Proposals or Qualifications, contract solicitations, online specifications, and other procurement related documentation; advises departments on procurement policies and procedures as well as appropriate procurement methods; coordinates Request for Quotes for stock items purchases in the warehouse.

Performs a variety of administrative functions associated with procurement activities; establishes, organizes, and maintains records, files, lists, forms, and other documentation; reviews and processes assigned invoices; writes correspondence, reports, and other materials; inputs accurate and complete information into various Port databases and systems; updates and maintains databases.

Completes Public Records Act requests.

Performs disaster service worker responsibilities, as directed.

Ensures staff observe and comply with all Port and mandated safety rules, regulations, and protocols.

Performs related duties as assigned.

Knowledge of :

Principles, practices, rules, and regulations related to public sector procurement, including competitive bidding and best value evaluation procedures.

Port policies and procedures for procurement thresholds and signatory authority, solicitation, agreements, and purchase of goods.

Types of agreements and contracts used to procure services or public works construction.

California Public Contract Code for competition or direct negotiation contracts.

Shipping and receiving procedures, methods, and techniques.

Source types of products, commodities, and services used by the Port.

Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.

Port and mandated safety rules, regulations, and protocols.

Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Port staff.

Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability to :

Prepare, review, and evaluate routine bid proposals, purchase requisitions, specifications, and other purchasing-related documents.

Efficiently conduct vendor and product research.

Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

Prepare clear and concise reports, correspondence, documentation, and other written materials.

Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience : Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be :

Education : Equivalent to completion of the twelfth (12

th

) grade, supplemented by college level coursework in procurement or a related field.

Experience : Two (2) years of procurement, materials management, or related supply chain experience.

Licenses and Certifications : Certain assignments may require a valid driver's license and the ability to maintain insurability under the District's vehicle insurance program.

Physical Demands : Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various Port sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

Environmental Conditions : Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing divisional policies and procedures.