Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks in the following areas: Procurement Activities, Document Review, Supervision, General Administrative Duties, and Strategic Planning. This class may provide direct and/or indirect supervision to lower level personnel.

Supervision

Supervision Received: This class works under administrative direction, which includes broad management responsibility for a large program or set of related functions. Work is usually received in terms of goals; review is received in terms of results.

Supervision Exercised: This class may provide direct and/or indirect supervision to lower level personnel.

Distinguishing Characteristics

N/A

Essential Functions

A. Procurement Activities
Duties may include:
Analyze requisitions and, in accordance with local, State, and Federal laws, determine appropriate procurement method or contract type for the goods or services requested. Prepare complex bid specifications and conduct either negotiations or sealed bid procurement process for high dollar procurements of a difficult and/or sensitive nature. Conduct public bid openings for procurements. Prepare issue papers and other Board agenda material recommending the award of a contract. Review and edit proposed bidders lists to ensure adequate competition exists and that business enterprises are being given an opportunity to participate in the District’s procurement process. Perform purchasing related research, analyze data, and compile reports. Investigate and evaluate alternate sources of supply that have a potential to reduce operating costs. Interview vendors as new supply source or to resolve contractual problems related to late delivery, price discrepancies, and product quality issues. Other duties as assigned.

B. Document Review
Duties may include:
Review and edit and bid documents prepared by staff to verify that the bid package contains the necessary contract clauses to meet the requirements of Federal, State, and local regulations governing public purchasing. Review and edit technical specifications to verify the specifications accurately describe the items or services being purchased and will promote free and open competition. Review and analyze bids received to determine compliance with Buy America requirements, regulatory laws, technical specifications, the inclusion of required bid declaration forms, and any bonding or insurance requirements. Review and edit issue papers and Board agenda material recommending the call for bids or request for the substitution of approved equal items.

C. Supervision
Duties may include:
Provide technical expertise, training, and supervision for a group of buyers responsible for purchasing activities over a wide range of commodity areas supporting the operation of bus and light rail activities. Prepare and conduct written and verbal employee performance evaluations. Conduct coaching and counseling sessions with employees and implement disciplinary actions as required. Coordinate workflow with clerical support staff. Review incoming requisitions. Plan, organize, and schedule buyers’ work assignments and monitor buyer progress with work assignments. Develop and maintain cooperative working relationships within the department. Investigate complaints regarding the timely delivery of items ordered by other departments. Assist with the selection and hiring and training of new buyers. Other duties as assigned.

D. General Administrative Duties
Duties may include:
Independent decision making authority to review, recommend the award of bids and sign purchase orders for up to a department-specified dollar amount. Assist in budget preparation and the day-to-day administration and monitoring of expenditures of various departmental budget line items. Plan, organize, and conduct the sale and disposal of surplus District property in accordance with District, State, and Federal regulations. Represent the District at public presentations and DBE outreach programs. Fill in for the Procurement Services Manager during his/her absence. Review and analyze procurement procedures, policies, and systems and recommend improvements. Approve invoices for payment. Approve time cards and payroll data. Other duties as assigned.

E. Strategic Planning
Duties may include:
Represent the Purchasing Department at procurement planning meetings to coordinate purchasing functions and time lines with other District departments or outside agencies. Coordinate the timing, preparation, processing, receipt, and the award of contracts with Contract Administration and Legal Department staff. Other duties as assigned.

Job Demands

Physical and Mental Requirements:

• Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.


• Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.


• Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.


• Dexterity: frequent repetitive motion; frequent writing; frequent grasping, holding, and reaching.


• Hearing/Talking: frequent hearing and talking, in person and on the phone.


• Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.


• Environmental: frequent exposure to noise.

Knowledge and Abilities

Required Knowledge of:

• Federal Transit Administration third party contract language clauses and Buy America requirements.


• State and local laws and regulations governing the expenditure of public funds.


• Federal, State, and local laws and regulations governing the public procurement process.


• Best principles, practices, and procedures for preparing technical specifications and bid documents.


• Market conditions and practices, current pricing, and product availability.


• Modern office procedures and workflow scheduling.


• Principles and procedures of budget preparation and forecasting.


• Principles and practices of supervision, training, and management.


• Product lead times and bid cycle times.


• Federal, State, and local policies and regulations relating to surplus disposal.


• Materials, equipment, and supplies used in the maintenance and operation of a bus and light rail system.

• Deal with bidders challenging technical specification and requesting authorization to supply substitutes for the items specified by the District.


• Coordinate surplus property disposal with the departments responsible for retiring the equipment.


• Coordinate workflow through the various layers within the department.


• Interpret requisitions, drawings, and draft specifications.


• Supervise, provide leadership, mentor, and solve conflicts.


• Deal with difficult people and situations.


• Learn District and departmental operating policies and procedures.


• Learn departmental systems and methods.


• Learn department-specific tasks and procedures.


• Speak clearly and communicate messages to appropriate individuals.


• Organize information clearly and precisely.


• Manage and supervise staff.

• Common word processing software.


• Common spreadsheet software.


• Common database applications.


• ERMS software concepts.


• Accounting or operations software functionality.


• Email, contact management, and scheduling software.


• Project management software.


• Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Required Prior Experience:
Four years of increasingly responsible experience in professional purchasing functions, including the preparation of bid specifications and the review and analysis of vendor bids. One year of supervisory or lead experience is preferred.

Required Prior Education:
A Bachelor’s Degree in Business Administration, Public Administration, or closely related field. Six years of additional qualifying experience may substitute for the required education.