Procurement & Contract Assistant

JOB DETAILS AND QUALIFICATIONS

Clackamas County is seeking a detail-oriented and organized individual to play a crucial role in our Procurement Division as a Procurement & Contract Assistant.

In this role, you will use existing price agreements and solicit quotes to review and evaluate purchase requisitions to determine the appropriate method of procuring the goods or services.

You will create requisitions, draft purchase orders, and change orders in compliance with policies and procedures. You will prepare solicitation documents for small and intermediate procurements, submit necessary contract documents for approval, and administer annual supply agreements.

The Procurement & Contract Assistant's responsibilities include

• ordering routine supplies,
• maintaining inventory,
• tracking purchase orders and
• addressing complaints to ensure vendor compliance and product quality.

This role offers a great opportunity for career growth and learning. You will maintain detailed purchasing records, prepare various procurement-related documents, support accounts payable, and provide information and assistance on procurement processes.

You may also manage the disposal of surplus property and general county-wide price agreements, maintaining all procurement and contract-related documents and updating relevant systems.

Our Procurement and Contract Services program provides policy training and the acquisition of goods and contracted services to county departments and agencies within established timelines and in compliance with public procurement requirements.

Procurement's services include competitive bidding, contracting and related actions, purchase order processing for non-bid purchasing, and surplus property reclamation and disposal.

The division also oversees the delivery of mail, goods, and services to all county departments.

Required Minimum Qualifications / Transferrable Skills : *

• A minimum of two (2) years of relevant experience purchasing goods and services for a business or government entity
• Experience with inventory control, billing and collection procedures
• Experience gathering and analyzing data
• Experience interpreting and applying laws, rules, and regulations as it is related to work being performed
• Knowledge of the basic principles and practices of purchasing

Preferred Special Qualifications / Transferrable Skills : *

• Experience in public sector / governmental purchasing and procurement
• Experience applying basic principles and practices of governmental purchasing
• Experience purchasing materials, supplies, equipment and services using standard purchasing and contract methods
• Experience with financial and accounting practices
• Proficiency in contract management software and Financial Management Information Systems (FMIS)
• Experience drafting contracts

Pre-Employment Requirements :

• Must pass a criminal history check which may include national or state fingerprint records check
• For Veterans qualified for Veteran’s Preference : If you believe you have skills that would transfer well to this position and / or special qualifications that relate to this position, please list those skills and / or qualifications in the open-ended question at the end of the application and explain how those skills and / or qualifications relate to this position.

TYPICAL TASKS

Duties may include but are not limited to the following :

• Utilizes existing price agreements and / or solicits price quotes and product service information; reviews and evaluates purchase requisitions for acquisition method;
• creates requisitions, draft purchase orders and change orders following standard procurement / purchasing guidelines and procedures;

ensures compliance with purchasing, budgetary, insurance, permitting and related policies and procedures.

• Prepares solicitation documents for small and intermediate procurements in compliance with local contract review board rules, County policies and procedures and state statutes;
• prepares and submits necessary contract documents to the Board of County Commissioners for action; coordinates, develops and administers annual supply agreements;

authorize, issue and process field and on-line purchase orders.

• Orders supplies, materials, equipment and services of a routine nature; plans, orders, maintains, tracks, transfers and reorders inventory stock;
• determines appropriate levels; maintains inventory records; receives and checks in supplies. Tracks purchase orders to ensure products are delivered timely;
• investigates and evaluates complaints from departments on items received; takes corrective action to obtain compliance of vendor with specific contract issues and product quality;

remains current with market conditions, product developments and relative merits of individual vendors.

Maintains detailed purchasing records; prepares addenda, exemption documents, award letters, reports and correspondence;

provides support to accounts payable staff on vendor payments; reconciles invoices to purchase orders.

Provides information and technical assistance to departments on procurement processes and considerations; responds to questions and resolves problems;

provides general support services to the division.

• May act as the facilitating role for the disposal of surplus property, management of general County-wide price agreements for items such as office supplies, furniture or leased equipment.
• Maintains all procurement and contract related documents in a uniform manner as established by the department and in accordance with document retention schedules.

Inputs and updates contract management software / systems, financial systems and other related systems tracking contract administration and financial activities.

REQUIRED KNOWLEDGE AND SKILLS

• Thorough Knowledge of : Basic principles and practices of governmental purchasing, inventory control, billing and collection procedures, and contract or agreement processes and methods;
• bid and contract preparation; characteristics and types of materials, supplies and equipment used by public agencies; sources of supply and price trends of a wide variety of commodities;
• contract laws governing purchasing procedures; warehousing methods and procedures including inventory record keeping and control;

office procedures; computer equipment and related software.

• Skill to : Organize and prioritize work load and assignments; learn and apply the methods of purchasing by specification and competitive bidding;
• gather and analyze data; interpret and apply laws, rules and regulations affecting County purchasing; establish and maintain effective working relationships with County employees, the public and vendors;
• perform multiple tasks simultaneously; resolve problems; communicate effectively, both orally and in writing; prepare reports;

accurately operate computers; make arithmetic calculations quickly and accurately.

WORK SCHEDULE

This position is included in the County’s alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off).

Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

This position is eligible for hybrid on-site / telework subject to the and based on the department’s business needs. The exact amount of on-site / telework and schedule will be discussed with the hiring manager during time of offer.

Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.