Sr. Procurement Agent

Description

Scope of Responsibilities:

Primary responsibilities include initiating, planning, and developing procurement documents and contracts and to coordinate activities associated with implementing all dollar and complexity levels of procurements of goods, vehicles, equipment, and services required for the Utility in an efficient and cost-effective manner; overseeing and making independent decisions regarding procurement matters under the direction of the Procurement Administrator; ensuring compliance with all applicable federal, state, and local laws and guidelines and LRWRA Procurement policies and procedures; and undertaking negotiations and other activities to achieve savings and cost avoidance for the Utility.

Examples of Duties

Duties & Responsibilities:

Must be able to perform all duties under the Finance Assistant and Procurement Agent positions as well as the below. Employee must be able to perform all duties and responsibilities independently, accurately, timely, as instructed, and with little to no intervention from supervisor.

Must possess highly developed interpersonal and soft skills for professionally, effectively and successfully communicating, working, and negotiating with diverse behaviors and personalities to consistently create positive outcomes as this position communicates with a variety of individuals, both internal and external (e.g., all departments utility-wide, members of the public, vendors, governmental entities, stakeholders, and others).

Maintains strong working relationships and rapport within the team and with other LRWRA employees, vendors, other governmental entities, general public, and others; works collaboratively and engages with LRWRA employees, vendors, and stakeholders on projects and initiatives.

Must possess highly developed technical writing skills and the ability to independently prepare, write, and proofread contractual documents (such as solicitations, addenda, contract awards, negotiated terms and conditions, etc.), that are clean, organized, concise, and precise; technical specifications; and scopes of work for contracts valued at approximately $200,000 - $1 million+ each.

Researches Federal, State and local procurement requirements and changes to laws to remain compliant, including monitoring and tracking new laws passed during legislative session and updates the Procurement Department.

Correctly understands, interprets, can explain, and applies procurement best practices, modern procurement methods, LRWRA policies and procedures, laws, rules, regulations, and ordinances governing LRWRA to procurement matters.

Demonstrates foresight and proactive thinking in recognizing potential issues and taking steps to properly mitigate them.

Develops innovative and creative ideas, suggestions, solutions, and strategies to increase savings on purchases, improve operational efficiency, add value, decrease turnaround times, streamline work processes, and continuously improvement processes and procedures.

Develops, interprets, reviews, and recommends new or improved departmental procurement policies and procedures to ensure economy and efficiency of operation.

Administers best procurement practices and modern procurement methods to effectively negotiate cost savings, cost avoidance, terms and conditions, scope of work, remedies, and other factors with vendors to obtain the best value and to positively impact department budgets. Typical savings and cost avoidances by the agent is $2,000,000+ annually.

Participates and advises in strategic planning, policy-making meetings, and decision point processes that affect the organization and contracts.

Stays up to date on best practices, trends, and modern procurement methods; ensures the continual development and implementation of modern procurement methods and documents.

Oversees, plans, directs, and completes complex, special and/or major procurements independently using the appropriate procurement method and process in a timely manner, including strategic planning, researching, sourcing, developing specifications and scopes of work, issuing bid packages, reviewing vendor responses, negotiating, recommending contract award, contract administration, and all other parts of the procurement process in compliance with all applicable guidelines, policies, procedures, and Federal, State, and local laws; performs quality control and monitors progress throughout project development, and coordinating internal and external resources.

Oversees and completes the contract administration of approximately 50 different term contracts totaling approximately $5,000,000+ annually which includes monitoring and reviewing the contract performance with the using department, ensuring the vendor’s performance conforms to contract requirements and utility needs, mitigating any potential issues that may arise, and resolving any vendor performance issues or contractual deficiencies; administers, monitors, analyzes and evaluates existing term contracts and recognize needs for future contracts; initiates, completes, and negotiates contract renewals.

Administers, monitors, analyzes and evaluates existing term contracts and recognize needs for future contracts; initiates, completes, and negotiates contract renewals.

Forecasts, anticipates, and analyzes LRWRA's needs, spending trends, and applicable market trends; reviews vendor products/services to determine capability and applicability to needs ofLRWRA; evaluates findings and makes independent decisions on procurement matters and sourcing; and initiates and plans for cost reduction and/or term contracts.

Reviews past expenditures and future operation plans and develops budget request for staff materials, and equipment.

Ensures all financial transactions have been completed properly to safeguard the ethical and proper disposal of assets and other materials; responsible for carrying out approximately $120,000-$160,000 worth of asset disposal via auction or other methods per year by coordinating with departments to gather pertinent information and proper documentation, places items on auction, monitors auctions, answers perspective buyer questions, updates the necessary tracking information and logs, and provides documentation and instructions to departments and public auction winners for pickup.

Researches, extracts, tracks, and assimilates data out of financial and procurement systems for reports and other projects.

Conducts the initial level of review and approval of all requisitions and supporting documentation which amount to approximately $15,000,000+ on an annual basis, including ensuring that the requisition is accurate, complete, and in compliance with all applicable laws and procurement policies and procedures and ethics.

Ensures that established timeframes are met for all procurement activities, including but not limited to issuance of bid solicitations and contracts, reviewing requisitions, responding to emails, voicemails and other verbal and written correspondence, etc.

Assists teammates and other LRWRA personnel, problem solves, and offers solutions.

Works with LRWRA employees to understand their procurement needs and provide appropriate solutions.

Facilitates department interactions and activities with vendors, suppliers, professional associations, and other outside entities.

Requires visits to other buildings, water reclamation facilities, and worksites for solicitation specification and scope of work development, mandatory vendor site visits, post-award meetings, inspections, and other occasions where safety practices and guidelines must be followed at all times, including wearing proper personal protective and safety equipment due to possible exposure to hazardous chemicals, flammable liquids, biological hazards, and toxic/flammable gases, poisonous snakes, spiders, insects, and other hazards.

Answers the telephone and the doorbell to the West side entrance and bay door; greets and assists visitors; provides timely, accurate, and complete responses, guidance, and information (both verbal and written) to internal and external clients (e.g., general public, departments, vendors, suppliers, stakeholders, other governmental entities, etc.) on complex questions, procurements projects, policies, procedures, laws and other procurement related matters.

Develops and administers all levels of procurement training to LRWRA employees, vendors, stakeholders, procurement team members, and the Finance Assistant, on procurement related subjects. Training will be provided in classroom type settings, through teleconferences, as well as on a one-to-one basis.

Provides guidance to departments, vendors, and evaluation committees on proper methods of procurement in accordance to governing law, regulations, policies, and best practices.

Plans, schedules, and monitors own workload and projects under the direction of the Procurement Administrator.

Maintains all licenses and certificates and ensures that professional development classes are taken to keep these up to date.

Oversees ethical financial transactions that follow all procurement policies and procedures, including approximately $70,000+ worth of Pcard transactions annually.

Performs vendor outreach activities such as sourcing vendors, training vendors on how to do business with the utility, participating in vendor trade shows, and reverse trade shows, etc.

Serves as backup to the Procurement Coordinator.

Seeks out and completes continuous education and training opportunities.

Assists with special assignments and projects related to procurement.

Responsibly operates LRWRA vehicles, storeroom equipment (e.g., pallet jacks, push carts, hand dollies, etc.), and office machines (e.g., copier, postage machine, laminating machine, etc.) as required.

Performs audits of vendor invoices and compares with contracted amounts; works with the vendor, accounting, and the end user to resolve discrepancies.

Vets contracts and other documents according to the laws that govern LRWRA.

Oversees the re-ordering, distribution, security, and inventory control of approximately $75,000-$100,000 worth of non-inventory and inventory items located inside the CAB storeroom and ensures all purchases follow ethical and procurement policies and procedures.

Reviews vendor products/services to determine applicability to needs of LRWRA.

Enters purchase orders, processes goods receipts, places orders with vendor(s), expedites orders, and tracks delivery.

Participates in the inventory and inventory auditing process. Updates bid logs and tracking sheets; runs/creates various reports on an as needed basis.

Prepares, ships, receives, and distributes packages, courier, and USPS mail; accepts deliveries and reviews orders received for accuracy and merchandise condition.

Follows LRWRA Procurement values and ethics.

Follows established work procedures and practices.

Moves and/or relocates stock (up to approximately 50 lbs.) either alone or with assistance.

Performs related responsibilities as required or assigned.

Follows safety practices and guidelines at all times.

Undertakes any reasonable request within capabilities that is for the good of the community and the utility.

Typical Qualifications

Qualifications:

A Bachelor’s degree in procurement, purchasing, supply chain, technical writing, business or a related field from an accredited college or university or four (4) years of public or private procurement experience required.

Must possess a Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), or National Institute for Public Procurement Certified Procurement Professional (NIGP-CPP) designation within one (1) year of being eligible to test and maintain the certification by completing continuing educational hours.

Must successfully pass and obtain certificates for the following National Institute for Public Procurement NIGP core competencies within three (3) years.

Core Certificate: Foundations of Sourcing and Contracting which includes specification development, evaluation methods, and negotiations.

Core Certificate: Foundations of Warehousing and Inventory Management which includes Contract Administration, quality assurance, inspection, and acceptance, and surplus, disposal, and closeout.

Core Certificate: Foundations of Planning and Analysis

Core Certificate: Foundations of Strategy and PolicyMust be proficient in Microsoft Outlook, Word, and Excel. Experience with Microsoft PowerPoint, Microsoft Access, electronic signature software (e.g., DocuSign), and document management systems (e.g., AppX, Papervision, etc.) is preferred.

Additional experience may be substituted for part or all the above qualifications.

Public procurement experience and knowledge preferred.

Minimum of two (2) years in LRWRA procurement preferred.

Experience working in financial and procurement software systems is preferred. Examples include Infor/Hansen, Sage, Central Square Finance Enterprise, Central Square Enterprise Asset Management, Ionwave e-procurement software, etc.

Must have a valid Arkansas driver’s license.

Knowledge, Skills & Abilities

Highly developed interpersonal and soft skills for professionally, effectively and successfully communicating (both orally and in writing), working, and negotiating with diverse behaviors and personalities in order to consistently create positive outcomes.

Ability to establish and maintain working relationships with departments, vendors, manufacturers, other governmental entities, professional organizations, etc. and provide excellent service.

Highly developed technical writing skills and the ability to independently prepare, write, and proofread contractual documents (such as solicitations, addenda, contract awards, negotiated terms and conditions, etc.) that are clean, organized, concise, and precise; technical specifications; and scopes of work for contracts.

Highly developed ability to apply proper grammar, spelling, sentence structure, and composition to all documents and correspondence.

Knowledge, understanding, and ability to apply LRWRA and public procurement code of ethics as well as procurement principles, best practices, modern procurement methods, LRWRA policies, procedures, and laws applicable to LRWRA to all financial and procurement tasks and transactions.

Ability to utilize best practices and modern procurement methods to achieve positive results for the organization on duties and responsibilities listed above.

Ability to help formulate and interpret policies and procedures.

Ability to correctly interpret and apply procurement laws, rules, policies and procedures and ethical guidelines, and communicate that to departments, managers, executive staff, legal, and outside entities.

Ability to take a large amount of data and condense it down into an aesthetically pleasing and easy to read format and/or to concisely summarize and give a high-level executive overview.

Ability to proofread work to ensure accuracy, completeness, and adherence to established procedures.

Ability to effectively negotiate various stages of the procurement process, including but not limited to cost savings, cost avoidance, terms and conditions, scopes of work, remedies, etc.

Ability to monitor vendor performance and work with the using departments and vendors to identify, mitigate, and resolve issues.

Knowledge of commodity and service market conditions and resources.

Ability to conduct public bid openings and evaluate vendor responses.

Knowledge of and ability to apply general office practices and procedures, including computers, Microsoft Office suite, financial and procurement software applications, electronic signature software, document management software, and other computer programs and software applications used by LRWRA Procurement.

Ability to review and analyze department procurement requirements and documents, provide