Procurement Specialist

Position Summary

The position is responsible for performing and having knowledge, skill, and ability in coordinating and conducting procurement and contract initiation, monitoring, and compliance activities in accordance with procurement and contracting policies and procedures.

Essential Duties & Responsibilities

• Utilize procurement software for preparing competitive sourcing events.
• Utilize ERP software for preparing purchase orders and contracts as well as assisting business units in preparing requisitions and resolving software issues.
• Perform vendor performance management to ensure satisfactory service, to include proactive business review meetings, satisfaction surveys, and corrective action plans.
• Perform contract preparation and contract management to ensure that terms clearly and accurately reflect the business objective, comply with legal requirements, comply with risk and insurance requirements, all changes are accurately reflected, and that contract performance matches written obligations.
• Plan, administer and execute the procurement process to include developing specifications/scope of work, developing pricing matrix, coordinating with appropriate departments, finalizing solicitation documents, tabulating bids/proposals, facilitating evaluation and selection process.
• Conduct product and vendor research for goods and non-professional and professional services to determine market volatility, price trends, availability, alternative products and potential future problems or opportunities.
• Conduct procurement planning and market research to ensure that sourcing event maximizes business value to include solicitation method, scope of work, pricing approach, and vendor invites.
• Prepare award recommendations, in conjunction with business partners, for management review.

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• Conduct negotiations to maximize the business value to include price and nonprice factors to include determining negotiation strategy with business units, conducting multiple rounds of negotiations, determining opportunities and approaches for obtaining superior offers, best and final offers, and counter offers.
• Conduct contract life cycle planning to complete planning, research, performance evaluation, and quality procurements within the required timeframe to ensure service continuity and to avoid business disruption.
• Provide strategic procurement advice to business units to maximize business value, comply with procurement policy, and maximize competitive procurements.
• Assist with effective workflow management and conduct peer quality control reviews to ensure high- quality work product and responsive customer service to business units.
• Assist with developing training modules, trains and mentors employees in purchasing policies and procedures, and assists in the training of suppliers.
• Communicate purchasing policies and procedures and provides technical guidance.
• Prepare written reports, presentations, and debriefings.

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• Maintain the security of confidential information
• Stay abreast of advances in technology
• Demonstrate regular and prompt attendance
• Performs other related duties as necessary or assigned

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Supervisory and/or Leadership Responsibilities

None

Knowledge, Skills & Abilities

• Knowledge of purchasing methods and procedures, laws and regulations.
• Knowledge of local and national market practices and pricing methods.
• Knowledge of merchandise receiving and invoicing procedures.
• Skilled in the proficient operation of personal computers and associated software.
• Skilled in time management.
• Skilled in prioritizing and managing changing priorities.
• Ability to anticipate, identify, analyze, and resolve conflict and problems.
• Ability to absorb and apply established procurement, procedures, laws and regulations.
• Ability to interpret information and write specifications for a variety of commodities and services.
• Ability to establish and maintain effective working relationships
• Ability to communicate clearly and effectively, both verbally and in writing.
• Ability to evaluate the financial, production and delivery capabilities of potential bidders and/or vendors.
• Ability to analyze and interpret data pertaining to commodity and equipment purchases.
• Ability to interpret, evaluate and apply internal controls to a procurement system.
• Ability to understand contract management data, documents, and reports.
• Ability to understand and interpret financial and cost accounting data.
• Ability to negotiate, evaluate and monitor contracts for vendor compliance and need for changes.

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Minimum Qualifications - (Education, Experience)

• High School Diploma or equivalent
• Three years of related experience
• Certified Professional in Supply Management (CPSM) Certification preferred

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• The employee may be required to stand; reach with hands and arms, stoop and kneel
• The employee may be required to sit or stand for long periods of time
• The employee may be required to lift, carry, push, pull or move up to 25 pounds
• The employee may be required to travel
• This position may be required to work more than 40 hours per week

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative.