PROCUREMENT SPECIALIST

Arlington Public Schools•Arlington, VA

27d•Onsite

About The Position

The Procurement Specialist is a professional position in a fast-paced Procurement Office. The position is responsible for providing procurement expertise to schools and departments on all matters relating to the procurement of goods, services (non-professional) construction, and insurance needed to maintain schools and offices for Arlington Public Schools (APS). The Procurement Specialist demonstrates a strong understanding of procurement regulations and guidelines, and has strong interpersonal skills. This position works under the general supervision of the Director of Procurement and/or the Assistant Director of Procurement. The Procurement Specialist does not have supervisory responsibilities.

Requirements

Have a bachelor’s degree in procurement, accounting, business or finance with major course work in procurement, business or public administration from an accredited/approved university.
A minimum of five (5) years’ experience, reflecting progressive responsibilities, in public procurement in Virginia. Experience in public procurement outside of Virginia and non-public procurement may be substituted providing the work was sufficiently complex.
Must have, or must be willing to obtain, professional procurement certification (at a minimum CPPB, VCO or A.P.P.) within two (2) years of employment.
Any combination of professional procurement certification and work experience may be substituted for a bachelor’s degree.
Experience working with students, families, and staff from various cultural and linguistic backgrounds.
Ability to perform technical research and prepare detailed reports, documents, and specifications. Analyze and evaluate detailed proposals and bid information and exercise independent judgment and sound reasoning.
Ability to recognize and define procurement and contracting problems and initiate appropriate remedial action.
Ability to establish and maintain effective working relationships with superiors, employees, contractors and vendors.
Ability to work independently and as part of a team.
Possess effective communication skills to interact effectively with senior staff, management, co-workers, subordinates and the general public sufficiently to convey information and to receive work direction
Experienced in the use of office machines and computer applications, including Microsoft Word, Excel and other professional software in support of job functions
Maintain a high level of ethical behavior and confidentiality of information
Working knowledge of established, recognized procurement practices, procedures, methods, and strategies. As well as federal, state, and local jurisdiction contracts procurement regulations and guidelines, specifically related to governmental procurement. For example, the Virginia Public Procurement Act (VPPA).
Ability to prioritize workload, and handle tasks independently and simultaneously within appropriate time frames.
Critical eye for detail and maintain high standards of accuracy in exercising duties and responsibilities.
Keeps Director of Procurement and/or Assistant Director of Procurement informed of potential problems or unusual events.

Responsibilities

Responsible for negotiating and awarding contracts, and approving purchase orders, on behalf of the Department of Facilities and Operations. The contracts include, but are not limited to, the procurement of construction services to maintain APS schools and offices.
Leading role in the competitive sealed bidding, Invitation to Bid (ITB), process for goods, services, construction, and insurance. Approves specification/scope of work. Represents Procurement Office at pre-Bid conferences. Responsible for conducting bid openings. Prepares bid tabulation documentation for advertising bid results. Reviews end user’s contract award recommendation and prepares contract documentation.
Manages the competitive negotiation, Request for Proposal (RFP), process for goods, services, construction and insurance. Prepares RFP documentation. Provides guidance to the RFP committee to ensure the policies outlined in the Virginia Code are followed. Assists end user in developing the scope of work and evaluation criteria. Represents Procurement Office at preproposal conferences. Attends evaluation committee meetings and provides guidance on evaluation proposals. Oversees interviews with offerors. Negotiates price and terms and conditions of awarded contract. Prepares contract documentation.
Prepares Requests for Information (RFI) to assist end users develop a detailed scope of work where it is considered the proposed scope of work is not sufficiently mature to guarantee obtaining effective competition.
Evaluates options of procurement, such as purchasing off other Federal, State, cooperative and other publicly bid contracts, extending/negotiating existing contracts based on market conditions to determine which option is the most advantageous to APS. Prepares and maintains accurate official records and documentation of all procurement actions.
Negotiates with contractors to improve services or resolve issues as they arise including delivery, warranty, pricing, etc.
Responsible for disposing of surplus personal property belonging to APS.
Reviews requisitions for accuracy, legality, conformity with current policies, procedures and correct prices. Responsible for responding to protests and other vendor complaints orally and in writing.
Holds regular meetings with schools and departments to develop strategies for implementing the most effective procurement method for goods, services, construction and insurance required to satisfy their business needs.
Meets with vendors to maintain existing relationships and to evaluate new products.
Performs other related duties as required.