Procurement Intern

City of Fredericksburg•Fredericksburg, VA

9d•Onsite

About The Position

As a Procurement Intern with the City of Fredericksburg’s Finance Department, you will gain hands-on experience in public procurement and contract administration. Responsibilities include assisting with competitive solicitations, vendor relations, and compliance, while applying academic knowledge in public administration, business, or finance. This role enhances your understanding of the Virginia Public Procurement Act (VPPA) and develops skills in vendor communication and recordkeeping. Work assignments may consist of: Procurement Process Management Assist with the administration of Invitation for Bids (IFBs), Requests for Proposals (RFPs), and other competitive procurement processes. It also includes supporting cooperative purchasing activities by reviewing existing contracts, verifying pricing, evaluating vendor quotations, and preparing necessary contract documentation. Additionally, the position requires aiding in the preparation and issuance of procurement-related correspondence, notices, and memoranda, as well as participating in post-award contract administration and procurement record management. Documentation and Compliance Prepare and maintain procurement files, solicitation records, and contract documentation. This includes assisting with the review of vendor submissions to ensure they meet solicitation requirements, scope of work, and pricing provisions. The role also supports responses to Freedom of Information Act (FOIA) requests by locating, organizing, and preparing public procurement records. Meetings and Communication Coordinate and support pre-bid and pre-proposal conferences, which involves preparing sign-in sheets, recording meeting minutes, and documenting vendor questions and responses. The role also requires attending site visits and procurement-related meetings with City departments and vendors, and providing excellent customer service to vendors, City staff, and the public regarding procurement-related inquiries. Research and Policy Application Conduct research on procurement methods, contract options, and applicable procurement regulations. It requires becoming familiar with and applying the requirements of the Virginia Public Procurement Act (VPPA) and local procurement policies, along with performing other related duties as assigned.

Requirements

Enrolled in, or recently graduated from, an undergraduate or graduate degree program in public administration, business administration, procurement, finance, accounting, economics, or a related field.
Effective written and oral communication skills.
Proficiency with Microsoft Office software applications.
Strong organizational skills and attention to detail.
Demonstrated commitment to ethics, integrity, transparency, and accountability.
Ability to learn and apply public procurement laws, regulations, and policies.

Responsibilities

Assist with the administration of Invitation for Bids (IFBs), Requests for Proposals (RFPs), and other competitive procurement processes.
Support cooperative purchasing activities by reviewing existing contracts, verifying pricing, evaluating vendor quotations, and preparing necessary contract documentation.
Aid in the preparation and issuance of procurement-related correspondence, notices, and memoranda.
Participate in post-award contract administration and procurement record management.
Prepare and maintain procurement files, solicitation records, and contract documentation.
Assist with the review of vendor submissions to ensure they meet solicitation requirements, scope of work, and pricing provisions.
Support responses to Freedom of Information Act (FOIA) requests by locating, organizing, and preparing public procurement records.
Coordinate and support pre-bid and pre-proposal conferences, which involves preparing sign-in sheets, recording meeting minutes, and documenting vendor questions and responses.
Attend site visits and procurement-related meetings with City departments and vendors.
Provide excellent customer service to vendors, City staff, and the public regarding procurement-related inquiries.
Conduct research on procurement methods, contract options, and applicable procurement regulations.
Become familiar with and apply the requirements of the Virginia Public Procurement Act (VPPA) and local procurement policies.
Perform other related duties as assigned.