JOB FUNCTION: Under the direction of the Senior Risk and Compliance Manager the Procurement Specialist performs professional level procurement tasks associated with the contracting process (including solicitations, administration, formal and informal purchasing processes, scope of work development, contract editing and ensuring procurement controls and processes are followed organization-wide. The Procurement Specialist also oversees the organization’s contract management system, electronic signatures for procurement, and related document management, ensuring access to archived records and compliance with the retention and destruction policy.
JOB DUTIES: Procurement Operations and Contract Administration
• Coordination with Departments: Act as the primary point of contact for department representatives to facilitate procurement activities, including initiating new contracts, extensions, and amendments. Maintain continuous communication to support department needs.
• Procurement Process Management: Monitor and manage all procurement activities from initiation to completion, ensuring timely and compliant execution of procurement actions.
• Centralized Procurement Support: Support the departments with the centralized review, processing, and execution of all contract documents, including new contracts, Task Orders (TOs), Service Orders (SOs), Change Orders (COs), and Amendments. Ensure all documents are accurately prepared, properly approved, and maintained. Ensure that internal policies and procedures are followed.
• Contract Tracking and Management: Maintain a comprehensive database of all department contracts, tracking key dates such as terminations, renewals, expirations, and contract value. Implement a notification system to alert relevant stakeholders of upcoming contract actions and deadlines.
• Coordination with General Counsel: Support departments as needed to obtain appropriate legal approval on contract terms from General Counsel. Assist General Counsel in drafting contract documents as needed, utilizing standardized templates provided by the legal team.
• Document Management and Compliance: Maintain the document repository that contains all Authority contracts and ensure both electronic and hard copy records are properly archived and accessible for audit and review. Competitive Bidding and Solicitation Management
• Solicitation Oversight: Coordinate with departments on the competitive bidding process, including the preparation and issuance of Requests for Proposals (RFPs), Invitations for Bids (IFBs), Requests for Information (RFIs), and other solicitation types. Ensure that all solicitations are conducted in compliance with organizational policies and applicable laws.
• Bid Process Administration: Administer the solicitation process on platforms such as Colorado BidNet. Collaborate with departments and potential vendors, managing communication and updates throughout the process.
• Solicitation Evaluation Oversight: Provide guidance to departments on the evaluation process and ensure that evaluation criteria are applied consistently and fairly.
• Contract Award Approval: Ensure all procurement processes have been followed and documented according to internal policies for final contract award. Support departments as needed in understanding board approval requirements for solicitations and necessary action needed. Cross-Departmental Coordination and Support
• Coordination with Risk Management: Collaborate with Risk Management to ensure all new contracts and amendments are reviewed for risk compliance and that appropriate controls are implemented.
• Finance Collaboration: Work closely with the finance department to ensure budgetary controls are in place, verifying contract not-to-exceed (NTE) amounts, and processing invoices for payment in accordance with contractual terms.
• Training and Development: Provide training and guidance to staff on procurement processes, policies, and relevant laws. Support continuous improvement and compliance through regular updates and recommendations. Compliance and Reporting
• Policy Compliance: Ensure all procurement activities comply with organizational policies, state laws, and regulations. Work with General Counsel and Risk Management to conduct periodic reviews of procurement policies.
SKILLS AND REQUIREMENTS:
• Associate’s degree in public administration, Business Administration, or a related field. Bachelor’s degree preferred. Certified Professional Procurement Buyer (CPPB) or Certified Public Procurement Officer (CPPO) preferred or willingness to obtain after successful employment.
• Well-developed oral and written presentation skills, with the ability to summarize complex concepts into understandable and easy-to-follow presentation materials including training to organization staff • Ability to work both individually and as a member of a team
• Experience with or ability to work in a fast paced, high throughput environment. Ability to negotiate and communicate effectively with all levels of management and external stakeholders
• Excellent teamwork skills with ability to establish productive working relationships with other departments and personnel
• Demonstrates strong initiative and ability to manage multiple projects concurrently, as well as commitment toward completing assignments in a timely manner
• Must be detail oriented with strong organizational and communication skills. Proficient in Microsoft Excel, Word and PowerPoint, with BidNet Direct or other online solicitation system experience preferred Experience: Five to seven years of progressively responsible procurement experience. Municipal governmental contract administration, contract management preferred. OR Any equivalent combination of training and experience that provides evidence that the applicant possesses the necessary applicant traits including paralegal work related to contract administration.
Job Type: Full-time • Pay Range: $85000-$105,000
Benefits: • Group Medical, Dental, Vision, Life Insurance, Short- and Long-Term Disability • Retirement plan • Paid time off • Professional development/ Tuition reimbursement
