General Summary Under minimal supervision, individuals assigned to this position ensure the implementation of LTD's procurement, purchasing and contracts functions. Responsibilities include conducting and administering high-level procurements to meet the recurring needs of LTD for a wide variety of construction, professional services, goods, and other services. Responsible for providing a leadership and mentoring atmosphere and relationship with Procurement staff in performing those functions.
Essential Duties & Responsibilities The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description. Prepare and conduct formal and informal procurement processes for Quotations, RFPs, RFQs and ITBs, including the facilitation of bid/pre-proposal conferences, bid openings, evaluations, interviews, negotiations, and contract administration. Determine the most appropriate acquisition method by examining and evaluating unique elements while ensuring compliance with applicable Federal and State regulations and LTD Policies and Procedures. Review technical, product, design or performance specifications in the solicitation to ensure fair and open competition; ensure procurement actions comply with project funding sources; reviews proposed revisions to District's standard terms and conditions, analyzes potential effects, and recommends alternatives. Research and provide recommendations on contracting methods for unusual or hard-to-find goods and services. Collect specific data/information on specifications. Resource and evaluate "best value" purchases and make recommendations to end users. Maintain complete contract files for procurements in compliance with local, state and federal audit regulations. Draft, negotiate, create, and/or amend contracts as needed to fulfill scope of work requirements, streamline and improve content. Interpret the position of the District on specific terms and conditions, nullifying unacceptable provisions, proposing alternative language or provisions, and writing amendments with best practice or standardized contractual conventions, word choice and terminology. Identify contractual issues, conflicts or potential risk such as compliance, conflicts-of-interest, intellectual property, payment terms, liability, insufficient insurance and provide follow through until resolved by the respective parties. Monitors for contract compliance in negotiating amendments or change orders on complex and high-risk projects to ensure compliance with District and funding requirements; establishes pricing/negotiation strategies as part of the procurement process for complex projects; conducts negotiations and prepares memoranda of negotiations; audits contract closeouts at completion of all contract activities. Coordinate specification development for larger, high-risk procurements; review input, identify and analyze potential risks, advise end-using department of alternatives or additional tasks. Performs self-audits as assigned for contract and solicitation files assuring all procurement files are properly documented, while protecting confidential information as necessary. Maintain complete contract files for procurements in compliance with Local, State and Federal audit regulations . Assist in review of staff submittals for recommendations of contract award for Committee and Board meetings. Serve as team lead to assure all procurement files are properly documented. Assist in preparing Committee and Board agenda and materials relating to the procurement action and present as needed in the public meeting sessions. Maintain an organized system, ensuring documents, data, and records are accurate, updated, and accessible to appropriate users, while protecting confidential information as necessary. Maintain knowledge of LTD Procurement Department and District policies, procedures, projects, and programs, and conduct research to answer questions and interpret information for internal and external customers, while providing excellent customer service. Maintain appropriate level of Public Contracting knowledge for Oregon and Federal (FTA) rules, laws, best practices, programs, and conduct research to answer questions and interpret information for internal and external customers, while providing excellent customer service. Analyze work procedures and processes, research best practices; evaluate existing policies, procedures, and processes; and make recommendations for improvements and revisions. Performs other related duties as assigned. Fiscal Responsibility Incumbent follows procurement policies and procedures with regard to financial decisions, however, they do not have direct financial authority. Minimum Qualifications Required Education and Experience Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job. Education and course work can substitute for years of experience. Typical qualifications would be:
Experience: A minimum of five (5) years work experience in a variety procurement and/or governmental purchasing, which must include two of the following: Demonstrated knowledge of the proper procurement method for vendor selection Developing and conducting all levels of solicitations Project Management Contract Administration Demonstrated knowledge of Federal Transit Administration (FTA) rules and/or State of Oregon Procurement Statutes, as well as other directives for governmental purchasing. Proficiency with Microsoft Products such as, but not limited to: Outlook; Excel; Word; and PowerPoint (will be validated with testing) Preferred: Bachelor's Degree in related area such as supply management, accounting/finance, business administration, or public administration. Demonstrated knowledge of State of Oregon Public Contracting and FTA Third-Parry Contracting Rules, Federal Acquisition Requirements (FAR), and other directives for public contracting and governmental purchasing under Federal Law. Completion of at least two of the four National Transit Institute (NTI) Procurement Series courses. The successful candidate who has not completed these courses prior to hire is required to complete the minimum two courses within two years of the hire date. All four courses will need to be completed within four years of the hire date. Position Type and Expected Hours of Work Requires work in a normal office environment, periodic remote work may be utilized as directed by supervisor. This position requires work and/or attendance at public meetings or events at all LTD locations. Work hours typically Monday through Friday 8am until 5pm (some trainings, meetings and events occur outside normal hours) Travel Travel within the metropolitan area is required. Occasional travel outside of the region may be required. Working Conditions & Physical Demands Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Human Collaboration & Job Impact This position requires regular communication inside and/or outside the organization to exchange factual information that can involve explaining policies, procedures, services, and options.
