Job Summary
The Procurement Specialist I's job responsibilities include, but are not limited to, performing entry-level procurement duties as assigned. Work will involve researching and procuring commodities, equipment, and services in accordance with state and federal guidelines, policies, and laws. This position provides proficient purchasing knowledge and skills in performing various standard procurement-related duties within the department. Other responsibilities include, but are not limited to, developing sources, processing requisitions, assisting departments, performing entry-level contract reviews, soliciting and analyzing bids, vendor maintenance, contract file management, record retention, reporting, and issuing purchase orders (POs). This is a full-time, exempt position that reports directly to the Director of Procurement Services.
Duties/Responsibilities
- Maintains knowledge of State of Texas purchasing methods and procedures, purchasing sources, contract management methods and procedures
- Receives and evaluates departmental requisitions, identify potential suppliers (when necessary), analyze and select appropriate procurement method based on established requirements and best value criterion
- Prepare and execute department POs to ensure compliance with applicable rules and regulations, guidelines, policies, and laws
- Provides guidance to departmental personnel on routine issues and concerns related to procurement, referring to a supervisor or more senior procurement specialist on all non-routine procurement issues; monitors and investigates issues and assists with problem resolutions
- Works with departments to prepare and develop specifications for an unlimited range of goods and services; provide assistance to departments in drafting scopes of work for review by senior-level staff
- Prepares and distributes bid invitations to vendors
- Reviews and tabulates completed bid evaluations to determine best value and works with Director or senior-level staff to make recommendations for award
- Actively promotes and champions participation in the states Veteran Heroes United in Business (VetHUB) program initiatives
- Maintains proper procurement reports, records, and files
- Assists with vendor set-up and maintenance in Banner and USAS
- Complies with campus policies and procedures
Additional Responsibilities:
- Ability to maintain high ethical standards, attention to detail, and confidentiality
- Ability to communicate effectively, orally, by phone, in person, and in writing
- Ability to establish and maintain effective work relationships with faculty, staff, and the public
- Exhibit flexibility and adaptability towards changes in assignments while still meeting deadlines
Minimum/Preferred Qualifications
Minimum Qualifications:
- Associate's degree from a regionally accredited college or university is required.
- At least three (3) years of recent experience in State purchasing and contracting, or related duties
- Must possess demonstrated experience in analyzing complex issues and working with multiple deadlines on time-sensitive projects.
- Must be computer literate and proficient in the use of office computer software, in particular Microsoft Word and Excel, in addition to other standard office equipment, email, internet, and have ability to learn specialty procurement and contract software.
- Regular and reliable attendance during regular scheduled days and work hours is an essential function of this position.
Preferred Qualifications:
- Bachelor's degree from an accredited four-year university with an emphasis in business, public administration or a related field
- Knowledge of federal and state purchasing procedures and regulations
- Experience working with purchase requisitions and contracts in higher education
Certifications Required:
- Certified Texas Contract Developer (CTCD), within eighteen (18) months of hire, must secure and maintain the state required procurement certification
- Certified Texas Contract Manager (CTCM), within twenty-four (24) months of hire, must secure and maintain the state required contract certification
Supplemental Information
Physical Requirements:
This position requires the ability to remain in a stationary position for most of the time; occasionally visiting other campuses for meetings as-needed; constantly operating a computer or other office equipment.
