Senior Contracts and Procurement Specialist

Description

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Closing Date: June 23, 2024 - 9:59 p.m.

Job Summary

The responsibilities of this position include leading and providing task direction on the work of others who are purchasing, preparing procurements, and preparing contracts for routine goods and services for the Library District. This position ensures consistency of the work by interpreting various federal, state, and local regulations, and internal policies and procedures for purchasing, procurement, and contracting. This position also provides expertise as a specialist in the procurement and contracting of all significant contracts involving construction, technical, professional, architectural/engineering services for the building and maintenance of public works infrastructure, capital improvement projects, capital purchases, and other non-routine and/or complex purchases. This position works to mitigate the risks inherent with purchasing, procurement, and contracting to ensure the Library District remains good stewards of public funds and to protect the Library District from litigation, public criticism, and unexpected costs due to unclear and/or non-compliant procurement and contracting documents.

This position is part of a bargaining unit represented by AFSCME Council 2.

We Value Lived Experience

Sno-Isle Libraries is committed to embedding equity into our organization. As we engage in equity work, it’s important to have a good foundation to frame the work and then provide training opportunities to build skills and knowledge.

We value and embrace the unique experiences our staff members bring to the organization and recognize how their experiences improve the service we provide.

Benefits

As a valued member of Sno-Isle Libraries, the person selected for this position is eligible for sick leave, vacation leave, paid holidays, comprehensive benefits that include medical, dental, and vision coverage, retirement savings, life insurance, and flexible healthcare and day care spending accounts. For more information about these benefits, visit our Employment webpage at www.sno-isle.org/employment.

Essential Duties

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

• Provide guidance and training for a diverse group of library staff and departments who purchase a wide range of goods and services.
• Prepare requests for proposals for the procurement of construction and maintenance of public works/capital improvement projects, architectural and engineering projects, capital purchases, and other non-routine, high profile/impact, technically complex goods and services.
• Develop solicitation strategies for all procurement types, propose alternative procurement approaches as appropriate, write and edit scopes of work prepared by the Buyer and other departmental staff, coordinate with departmental staff to develop selection criteria, and review the phasing and weighting of the selection criteria.
• Develop and implement procedures for the selection of construction and maintenance of public works/capital improvement projects, architectural and engineering projects, capital purchases, and other non-routine, high profile/impact, technically complex goods and services.
• Remain current on federal, state, and local procurement and contracting legislation and review and update policies and procedures as appropriate.
• Provide routine and recurring training for department representatives on procurement best practices, including federal, state, and local laws and regulations and internal policies and procedures.
• Assist departments with negotiating and documenting contract change orders.
• Assist with implementing new contract management software or updates to current software.
• Develop boilerplates and templates for procurement and contracting. Maintain and update templates and boilerplates.
• Develop and maintain a district-wide calendar for procurements and upcoming contract renewals.
• Develop and maintain complete and accurate procurement and contract files to ensure compliance with federal, state, and local regulations, internal policies and procedures, or any potential audits.
• Monitor and audit procurement and contract files.
• Monitor, review, and approve changes made to the purchasing system as the database administrator.
• Verify the accuracy and compliance of the performance and payment bond when applicable and various insurance requirements/coverages.
• Investigate any protests and prepare protest letters.
• Review any Public Disclosure Requests received for exemptions.
• Perform other duties as assigned.

Supervision

This position reports to the Finance Manager-Contracts and Compliance. It does not supervise; however, it does review the work of others and may guide certain functions within the scope of the Procurement Specialist. This position may also be designated in charge in the manager's absence.

Knowledge, Skills, and Abilities

• Thorough knowledge of business practices, project terms, financial terms, procurement processes and principles.
• Knowledge and experience with working in a facilities and construction environment.
• Understanding of skilled labor trades and terms.
• Ability to work, plan, organize and prioritize independently with minimum supervision and direction.
• Capable of developing innovative solutions to a variety of fiscal problems.
• Experience in preparing, analyzing, and interpreting financial records and reports using specified accounting and auditing procedures.
• Intermediate skill level using Microsoft Excel and Word, with ability to perform functions, formulas in spreadsheets.
• Strong oral and written communication skills, as well as strong organizational and analytical skills.
• Ability to align behavior with the library's mission, values, and strategic focus in serving a diverse stakeholder community.
• Ability to uphold the principles of equity, diversity, and inclusion in the workplace and the community.
• Ability to perform business math calculation, analyze data, create reports and charts.
• Ability to understand and carry out general instructions in business, procurement and facilities situations.
• Ability to solve problems and respond in a calm, reasonable manner in all situations.
• Ability to comprehend and interpret instructions, correspondence, and memos; ask clarifying questions to ensure understanding and minimize misunderstandings.
• Ability to write and create routine reports, correspondence, memorandums, contracts, and formal letters.
• Ability to communicate effectively with diverse audiences.
• Ability to respond to common inquiries or complaints from customers, co-workers and supervisor.
• Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.
• Ability to effectively present information to external parties, internal departments or group of employees.
• Ability to manage relationships with vendors, external agencies, community libraries and internal staff.
• Ability to multitask effectively, reprioritize tasks constantly based on the ever-changing department needs and daily situational awareness of necessary tasks and human factors such as safety and health.
• Ability to work under stress with distractions to meet deadlines and needs with minimal supervision.
• Ability to respond to situations and issues outside of normal working hours, as needed, during a workplace crisis, depending on the requirements for specific information and tasks relative to this position.

Education and Experience

• These skills and abilities typically are acquired through a combination of experience and training, including university-level education with a four-year degree in Accounting, Finance, Business Administration, or a related field required.
• At least four years of progressive responsibility in contract administration.

Physical and Environmental Conditions

The physical demands described here are representative of those that a staff member must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Most of the incumbent's work is carried out within a generally accessible, safe indoor environment. While performing this job's duties, the incumbent must operate computers, adding machines, and other standard office equipment.

When assisting co-workers, the incumbent uses equipment with moving parts and sharp blades and must follow proper safety procedures. Lifting boxes of paper supplies and similar materials regularly involves moving weights of up to 50 pounds and requires the incumbent to use proper lifting techniques and hand trucks.

The incumbent must regularly communicate with coworkers and members of the public. These contacts and situations are deemed to be generally safe and free of undue stress but require the incumbent to be cordial, helpful, and skilled in interpersonal relations with others both in the public and within the Library District. The Incumbent may travel to various sites in various weather and traffic conditions. To accomplish this travel, the incumbent must be able to drive and hold a valid Washington State driver's license or to make independent arrangements for such transportation.

The following questions will be asked during the application process for this position and will be considered during the application evaluation:

• Describe your experience working in procurements or purchasing.
• Describe your interest in the position of Senior Contracts & Procurement Specialist.
• Describe a situation where you were involved in updating a process or procedure and what your role was in the update.
• Describe a situation where you collaborated with someone outside of your department to solve an issue.

Sno-Isle Libraries is an Equal Opportunity Employer. The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This and all Sno-Isle Libraries' positions are subject to transfer.