Department/Division

Development / Procurement

Paygrade

C44

FLSA Status

Exempt

Supervision Received From

Project, Procurement and Materials Manager

Supervision Exercised Over

Procurement & Project Management Coordinator

Compensation

Annual: $104,062.40-$140,462.40

Summary:

The Senior Procurement and Project Management Coordinator assists the Project, Procurement and Materials Manager in the management and operations of agency procurement goals and initiatives in alignment with the Manager’s vision, initiatives, interpretation, and direction.  Responsible for assigned projects and for coaching and giving technical guidance to assigned Procurement and Project Management Coordinator(s) in the consistent application of procurement policies, and Division procedures, processes and best practices as well as serving as a mentor to promote the development of procurement skills, growth, and success. Senior Procurement Coordinator and Project Management Coordinators will also collaborate with the Procurement Department in leading the review, refinement and documentation of our common procurement practices for training purposes. 

Distinguishing Characteristics:

  • Core Competency—Extensive track record of success leading a wide range of procurement projects from inception to completion in a timely manner and yielding high-quality results.
    •    Leadership—Exhibits exceptional leadership skills with the confidence and credibility to effectively interact with leadership, consultants, contractors, and approving authorities.
    •    Ethics—Wins the trust, confidence, and support of leadership, staff, stakeholders and customers through honesty, integrity, competence, and professionalism.
    •    Communication—Ability to connect with audiences and articulate often complex concepts in layman terms and in a manner that facilitates sound and informed decision-making.
    •    Customer Focus—Incorporates a customer satisfaction mindset in decision-making.
    •    Inclusiveness—Proactively solicits input from stakeholders and encourages participation from construction community to assist the agency in achieving agency supplier diversity goals.
    •    Team Player—wins the respect and confidence of their superiors, peers and subordinates.

Essential Duties:

Duty No. Description Frequency
1

Subject Matter Expert related to agency procurement and contracting activities. Develop and execute complex procurement strategies and provide guidance to agency leadership and staff that meet agency needs and ensure compliance with regulatory requirements. 

 Ongoing
2

Coaches assigned Procurement and Project Management Coordinator(s) in the proficiency of Intercity Transit’s common procurement related tasks to include but not limited to: 

  • Securing a Project identifier for newly assigned projects.
  • Researching State and Cooperative Contracts.
  • Advertising solicitations on WEBS, BXWA, SDJC, OMWBE, Olympian and Intercity Transit website.
  • Developing and justifying Sole Source Contracts when justified.
  • Use of Procurement templates and tools.
  • Managing a pre-proposal or pre-bid conference.
  • Processing and evaluating solicitation responses.
  • Structuring and organizing project files.
  • Preparing ITA Agenda items and speaking notes. 
  • Executing contracts actions via DocuSign.
  • Processing Request for Warrants (RFW) via DocuSign.
  • Issuing and managing purchase orders.
  • Identifies assigned staff development and training needs and ensures that training is obtained.
  • Approves weekly timesheets for assigned staff.
 As Needed
3

Serves as a mentor and resource to assigned staff to streamline the learning curve, accelerate productivity, and realize high quality results.

Ongoing
4

Develops and implements procurement project activities from concept to completion. Creates processes and procedures for bids, qualifications and proposals.

 Daily 35%
5

Researches procurement areas that are new to Agency or in areas where there has been significant change since past procurements. Creates context and advises Agency staff of issues to be studied or resolved before beginning a procurement process

 Weekly 5%
6

Researches, develops and reviews prepared procurement requests and specification drafts submitted by Agency staff for content, clarity, authority, compliant practices, alternative methods, potential problems, Agency trends; makes corrections and/or refers back for rework. Provides consultant services to staff

 Weekly 10%
7

Researches suppliers of goods and services and obtains information from vendors. Analyzes information about product availability, prices, quality, and technical information. Schedules vendor presentations and invites relevant staff. Maintains related information. 

 Weekly 10%
8

Schedules, coordinates, and facilitates meetings related to procurement. Creates formats for group discussion and evaluation. Facilitates problem solving. Prepares meeting materials and distributes. 

 Weekly 10%
9

Represents the Agency with other local governments, regulatory agencies, professional organizations, property owners, businesses, the general public, contractors, consultants, and vendors. Attends a variety of meetings and serves on related committees. Gives oral presentations.

 Weekly 5%
10

Develops, identifies, recommends, and implements policies and procedures for procurement purposes. Assists in updating departmental resources and objectives.

 Weekly 5%
11

Ensures procurement program is in compliance with Agency, State, and Federal regulations. Prepares and maintains related reports, records, and data.

Weekly 5%
12

Reviews sample contracts and attaches appropriate versions to RFPs or RFBs. Negotiates contract terms with vendors and reviews requests for contract modifications. Consults with legal counsel as needed. Modifies contracts. Ensures contract requirements are executed before contractor proceeds with work. Recommends actions on contracts. Reviews and renews contracts. Administers contracts of extended duration and complexity

 Monthly 5%
13

Serves as project manager for agency projects.

 Weekly 5%
14

Supervises and coordinates elements of environmental review, facility design, permitting, and construction. Ensures contractors are in regulatory compliance.

 Occasionally 5%
15

Performs other duties of a similar nature or level as assigned.

 As Required
16

Upon request of the employee and subsequent approval by supervisor, assists, develops, manages and/or implements small public works procurement project activities to develop public works skills and knowledge. Work in this category would be done under close supervision and with the guidance of seasoned public works procurement professionals.

 As Needed
17

Must meet regular time and attendance standards. 

 Always

Knowledge:

  • Procurement principles and practices;
  • Supervisory principles and practices;
  • Project management practices;
  • Applicable Federal, State, and Local laws, rules, and regulations;
  • Facilitation and conflict resolution techniques;
  • Public contract law;
  • Public sector liability issues;
  • Contract negotiation principles;
  • Mathematical concepts;
  • Microsoft Office Professional Software Suite;
  • Procurement & Contracting management software when implemented.

Skills:

  • Reading, analyzing, and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations;
  • Managing projects;
  • Monitoring and evaluating assigned staff;
  • Negotiating, interpreting, implementing, and administering contracts and related agreements;
  • Maintaining records;
  • Handling multiple tasks simultaneously;
  • Preparing reports and business correspondence;
  • Defining problems, collecting data, establishing facts, and drawing valid conclusions;
  • Facilitating meetings;
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
  • Contract management and administration proficiency;
  • Documenting and maintaining project files and records;
  • Ability to prioritize workload and simultaneously manage multiple tasks and assignments;
  • Organize and facilitate meetings;
  • Strategic and budgetary planning;
  • Maintain a highly consistent degree of accuracy in completing work products;
  • Be flexible and willing to adapt to a dynamic work environment;
  • Maintain a civil, cordial, polite, courteous, considerate, and tactful demeanor at all times;
  • Understand and follow agency policies and procedures;
  • Function independently in the performance of public works project management duties and delivering high quality results.

Licensing Requirements:

None Required.

Must submit to criminal background check, the results of which must meet hiring criteria for the role.

Physical Requirements:

Positions in this class typically requires: fingering, grasping, talking, hearing, seeing, and repetitive motion. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Training and Experience:

Bachelor’s Degree in Business Administration, or a related field, and three years of professional purchasing experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Note:

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.