Procurement Specialist

Job Description

Job Summary 

Serves as support for the Procurement Supervisor by coordinating the administration of all phases of contract procurement and general assistance with managing the Agency's Capital Funds.

Essential Job Functions

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

• Assists the Procurement Supervisor in the preparation of invitation for bids, requests for proposals, and addenda, with particular emphasis on construction and modernization contracts.
• Participates in the review of submissions to ensure bids align with current policies, procedures, and requirements.
• Coordinates and facilitates the activities of contract management including meetings with vendors to obtain signatures on approved contracts.
• Provides training to appropriate JHA employees on procurement policies and procedures.
• Provides technical assistance to JHA departments/staff on specific procurement issues/solicitations as needed.
• Contract administration, including preparing new contracts, contract renewals, and contract amendments.
• Assists and supports various Agency Departments responsible for the management and oversight of JHA's Capital Funds.
• Monitors expenditures to ensure contractual amounts are not exceeded and expedites the payment process with Finance Department.
• Analyzes requisitions and/or orders for quantity, specifications, delivery requirements, and compliance with the established policies and procedures; prepares reports of findings and recommendations for the Procurement Supervisor.
• Coordinates with the Procurement team to maintain a qualified vendors list.
• Monitors programs to ensure an orderly and timely procurement process.
• Prepares weekly reports related to contract and procurement activity, including expirations, disputes, and any other concerns expressed by internal or external customers.
• Compiles accurate budget reports as required or requested.
• Promotes and expands Vendor opportunities for JHA by representing JHA at various trainings and events in order to expand vendor outreach.
• Updates contract filing system.
• Answer inbound calls by providing exceptional customer service. 
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education and Experience

Bachelor's degree from an accredited college or university is required, with undergraduate degrees in finance, business, accounting, business administration, and public administration preferred. In addition to educational requirements, a minimum of two to three (2-3) years of work experience is required. Experience working in government procurement or government finance is preferred. Must possess basic computer skills, including proficient operation of Microsoft Excel, Word, and Outlook.

Required Knowledge, Skills, and Abilities

• Knowledge of governmental procurement and accounting policies and procedures, regulations, and methods of contract administration.
• Knowledge of services provided in contract and contract specifications.
• Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements.
• Ability to interpret contracts.
• Skill in analyzing, reviewing, and preparing cost estimates, bid specifications, contracts, work orders, purchase orders, change orders, and related documentation.
• Ability to generate reports, records, and contractual documents efficiently using a calculator and computer software.
• Knowledge of the operation of computers and software.
• Knowledge of office procedures and practices.
• Effective communication skills, both verbal and written.
• Skilled in communicating with all types of people, and in a wide variety of situations.
• Ability to establish and maintain effective communication and coordination with all levels of leadership and workforce.
• Ability to prepare and maintain correspondence, records and reports.

Core Competencies

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and successfully conveys a sense of urgency and brings issues to closure and persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands monitors, and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys the necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys an understanding of, the comments and questions of others; and listens effectively.

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work and does a fair share of work.

Adaptable/Flexible Skills: Ability to work additional hours if required and work with pressing deadlines. Proactively seeks work assignments when current assignments are completed-takes initiative.

Physical Demands

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 individuals with disabilities to perform the essential functions of this position.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to communicate via email and verbally via telephone. The employee must occasionally lift up to fifteen (15) pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The work is primarily conducted in an office environment, with interaction with internal and external clients.

Other: Must possess a valid driver's license and be insurable by Jacksonville Housing.

We anticipate hiring at the minimum of the respective pay grade per contractual obligations.

We are an EOE & DFWP. A successful applicant must pass a background check including but not limited to employment history, criminal record, and driving record, and may be subject to a pre-employment drug screening.

This job description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all the job duties listed, some incumbents may perform some duties that are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.