Procurement Specialist

Garfield County Colorado•Glenwood Springs, CO

3d•Onsite

About The Position

In accordance with the Garfield County Procurement Code, and under the direction of the Procurement Manager, the Procurement Specialist prepares and facilitates the purchase of goods and services through a competitive solicitation process. This role involves coordinating and administering all details for the purchase of goods, services, and software, assisting departments in developing specifications, and preparing/facilitating various solicitation processes like IFBs, RFPs, and RFQs. The specialist will also review exceptions, conduct market research, facilitate bid openings and meetings, review bids for compliance, conduct vendor debriefs, and prepare contract recommendations. Additionally, they will negotiate routine contracts, assist in policy development, ensure documentation for audits, collaborate with internal staff, research product availability and best practices, monitor contract performance, and oversee the disposal of surplus property. The role also includes reviewing and monitoring simplified purchases, promoting purchase orders, greeting vendors, maintaining procurement systems and records, assisting with ordering, receiving, and payment processes, managing vendor websites and intranet content, and performing general office support functions.

Requirements

High School Diploma or equivalent required.
Three (3) years of experience in procurement and data entry, working with complex web-based purchasing/procurement systems, and data processing/management.
Valid driver's license.
Proficiency in communication, and able to communicate using the English language, including written, verbal, or other communication channels as required by the position.
Ability to utilize the technology required of the position and demonstrates a willingness to learn new technologies as required.

Nice To Haves

Bachelor’s degree in business administration, finance, accounting, or a related field preferred.

Responsibilities

Coordinates and administers all details for the purchase of goods, services, and software.
Assists departments and elected offices in the development of specifications for various types of procurements for goods, services, and software.
Prepares and facilitates the process for Invitation for Bids (IFBs), Requests for Proposals (RFPs), and Requests for Quotes (RFQs).
Reviews and facilitates the process for exceptions such as Sole Source and Cooperative purchases.
Performs market research, vendor interest, and posts solicitation opportunities on various portals.
Facilitates and conducts bid openings, pre-bid/pre-proposal site visits, and selection committee meetings.
Reviews bids and proposals for responsiveness and legal compliance.
Conducts vendor debriefs under the guidance of the Procurement Manager.
Facilitates the selection and evaluation of bids and proposals by the selection committee.
Acts as the liaison with vendors during the solicitation process and facilitates all relevant communications.
Prepares various notices throughout the solicitation.
Prepares contract recommendations for the Board of County Commissioners.
In collaboration with project representatives, negotiates routine contracts and change orders with contractors and suppliers.
Assists the Procurement Manager in the development of procurement policies.
Prepares procurement documents, including contracts, solicitations, and change orders.
Ensures appropriate documentation is available for audit and/or public information purposes.
Collaborates with and conveys information to all internal procurement staff as well as departments.
Conducts research on product availability, prices, and best practices.
Makes recommendations as to the appropriateness of terms and conditions for projects to ensure that the solicitation process is compliant with all federal, state, and local procurement laws.
Monitors contract performance and makes recommendations to the Procurement Manager based upon performance measures.
Oversees and manages the disposal of surplus property process in accordance with the Garfield County Procurement Code.
Acts as liaison with vendors; contacts vendors regarding changes on orders in progress; investigates and resolves discrepancies between purchase orders and invoices; ensures timely delivery and compliance of contract terms.
Reviews and monitors simplified purchases to ensure compliance.
Assists and trains internal departments on correct procurement procedures related to simplified purchases.
Promotes purchase orders and completes change orders as necessary.
Greets vendors, suppliers, and office visitors.
Updates and maintains all PC based procurement systems and records pertaining to all Procurement functions.
Assists with the ordering, receiving and payment of County goods and services.
Maintains and manages the local vendor preference website and the procurement portion of the intranet.
Procurement webpage maintenance.
Performs general office support functions which include but not limited to visa allocation, preparation of internal vouchers, work with Finance on auditor functions, New World Systems reports and research, generate and track Facility Dude requests, maintain and organize completed contract files and other records for the department, and order items for the department.
Other duties as assigned.