Procurement Specialist

Community Transit•Everett, WA

2d•Hybrid

About The Position

The Procurement & SBE/DBE Specialist works under the direction of Management and with project teams to procure, establish, and administer contracts for commodities, professional services, information technology, construction, capital equipment, rolling stock, vehicle parts, and supplies. The role promotes and manages the Small Business Enterprise (SBE) and Disadvantaged Business Enterprise (DBE) programs, vendor outreach, and compliance, and provides procurement advice to agency managers and staff. The position handles public procurements from planning and solicitation through evaluation, award, contract administration, and closeout. It advises agency areas on procurement methods, project planning, risk, cost and price analysis, market research, best value, protests, and public works requirements. The specialist also leads procurement project teams, supports agency-wide programs, maintains procurement records and audit compliance, and represents the agency in procurement and SBE/DBE forums and outreach activities. Work is performed in an office environment using office equipment and technology. Hybrid telework may be available at management discretion and may not be available for this position. The role may involve moving between office buildings, working in noisy environments, and occasionally lifting and carrying materials weighing up to 10 pounds.

Requirements

At least 2 years of experience in procurement of goods and services.
At least 2 years of experience in contract negotiations and/or administration.
At least 1 year of experience facilitating teams and working with committees.
An equivalent combination of education and experience may be accepted.
Knowledge of procurement and contract laws.
Knowledge of procurement and project-management planning techniques and risk assessments.
Knowledge of general finance, business ethics, policy, and practices.
Knowledge of contract negotiation, management, and administration.
Knowledge of procurement techniques for capital equipment, professional services, technology, and construction.
Ability to foster an inclusive workplace in support of the organization’s vision and mission and uphold Community Transit’s core values.
Ability to inspire team commitment, pride, and trust, promote cooperation, and motivate members toward shared goals.
Ability to demonstrate courtesy, sensitivity, and respect in interactions.
Ability to think critically, identify strengths and weaknesses, and consider alternative solutions, conclusions, or approaches.
Ability to identify and meet internal customers’ needs, provide excellent customer service, research and interpret information, and make appropriate recommendations.
Ability to train and instruct adult learners and professionals by interpreting policies and procedures and explaining or resolving related issues.
Ability to manage multiple tasks effectively and adjust to changing priorities.
Ability to facilitate diverse groups of internal and external stakeholders to develop mutual understanding.
Ability to use emotional intelligence to navigate complex group dynamics.
Professional experience with PC-based software, including MS Office, email, financial software/ERP, and scheduling applications.
Basic project-management skills.
Ability to independently prepare solicitation documents, scopes of work, correspondence, and memoranda.

Nice To Haves

Degree in business administration, procurement, purchasing, supply chain, public administration, economics, or a related field.
Professional certification in contracting, procurement, supply chain management, and/or project management.
Previous Federal Transit Administration, transit-industry, public-procurement, or public-sector experience.
Experience with PeopleSoft Financials or another ERP and supply-chain-management system.
Knowledge of public procurement planning techniques, risk assessments, and best practices, as well as general finance and business ethics, policy, and practices.
Knowledge of SBE/DBE policy, programs, and compliance.

Responsibilities

Craft and manage public procurements, including Quotes, RFIs, RFPs, RFQs, and ITBs.
Write and collaborate on specifications; facilitate public conferences and bid openings; and create addenda.
Promote competition and improve the vendor database; determine responsiveness and responsibility; and manage evaluations and interviews.
Perform cost and price analyses, develop negotiation strategies and plans, and lead negotiations.
Conduct awards, administer contracts, and complete closeouts.
Create legal documents and consult with Management before referring them to legal counsel when needed.
Research and source unusual or hard-to-find goods and services, and maintain procurement documentation.
Serve as a business advisor to assigned areas and advise on procurement processes and alternative public works methods, including intents and affidavits, bonds, retainage, and milestones.
Advise on risk evaluation, life-cycle analysis, cost estimation, cost and price analysis, market research, best value, protests, and procurement planning.
Support development of project budget proposal requests and the Transit Development Plan.
Lead project teams and propose and manage procurement project plans and schedules.
Research and apply contract law and federal, state, and local procurement laws and regulations; ensure procurement program compliance.
Identify and resolve procurement and contract problems, and maintain confidentiality throughout procurement processes.
Represent the agency at interagency and inter-jurisdictional groups, committees, and forums; present procurement-related information to community groups and the public.
Collaborate with vendors to reduce costs, errors, and inefficiencies; conduct vendor debriefings; and resolve contract interpretation and scope conflicts.
Investigate contract breaches and recommend actions such as cure or termination.
Manage procurement projects and act as project manager for, or support, agency-wide procurement programs.
Advise and make recommendations on procurement issues, policies, and procedures.
Promote SBE/DBE participation and development by educating and training vendors and agency management on contracting, doing business with Community Transit, state certification, and contracting opportunities.
Encourage SBE/DBE participation in procurements and facilitate SBE/DBE workshops and events.
Liaise with other agencies to establish procurement partnerships for contracting and SBE/DBE programs.
Perform SBE/DBE policy activities, including CUF reviews, shortfall analysis, DBE triennial goal setting, semi-annual Uniform Reports, and Prompt Payment.
Support or complete audit-regulation compliance tasks for procurement records, including public disclosure requests, and collaborate with auditors on annual and triennial audits.
Perform other duties of a similar nature or level.