PROCUREMENT & CONTRACT SPECIALIST
Job Type
Full-time
Description

SUMMARY:

Reporting directly to the Director of Finance and Accounting, the Procurement and Contract Specialist’s

primary function is to provide support to the strategic procurement process (RFP/RFQ), as well as the creation,

monitoring and maintenance of resultant contracts. The procurement and Contract Specialist will coordinate

with relevant business functions to develop and execute streamlined processes to support efficiencies and

timeliness across procurement and contract management. The position will also assist with the administration

of supplier qualification programs that could possibly include evaluation of supplier performance, maintaining

an adequate supplier base, documentation of established and new suppliers’ annual requirements including

insurance certificates, site specific training, OSHA/MIOSHA training, facility inspections, safety record and

work/service approval.


DUTIES AND RESPONSIBILITIES:

• Establish and implement the corporation’s procurement policy. Update where appropriate to meet all

federal state and local audit guidelines.


• Consult regularly with Finance, Program and Strategic Operations to discuss, plan, develop and

implement programs to improve procurement and contract effectiveness and timeliness.


• Responsible for the development and advertisement of Requests for Proposals/Quotes (RFP/Q), which

will invite service or merchandise suppliers to bid on projects or jobs.


• Partner with owners on strategy, contract negotiations and the purchasing process.


• Assist in the negotiation and administering of corporate procurement contracts for the acquisition of

goods, materials, and services.


• Evaluate bids and prepare bid analysis. Develop and conduct cost/price analyses.


• Monitor bidders for federal and state debarment.


• Assist with the development of contract work scopes with appropriate corporate personnel.


• Develop and maintain contract policies and procedures. Oversee maintenance of contract records and

files and prepare reports on the status of contracts and contract information.


• Renegotiate/modify contracts as necessary where additional policy issuances are identified or where

additional services are needed. Monitor expiration dates and prepare contract extensions as necessary.


• Coordinate the preparation of contract documents.


• Assist auditors during compliance reviews.


• Other duties as assigned.

Requirements

SKILLS:

• Knowledge of governmental guidelines for procurement and contracting of state/federal funds.

• Must have general knowledge of accounting and financial management principles and practices.

• Excellent computer skills in a Microsoft Windows environment. Must include Excel, Word, PowerPoint

and demonstrated skills in database management and record keeping.

• Experience in presenting verbal or written reports including presenting materials to board for approval.

• Self-directed and able to work independently.

• Ability to work with potential vendors in resolving questions concerning contract bids and proposals.

• Ability to identify errors, irregularities and illegal acts and take appropriate action.

• Ability to objectively, professionally and tactfully interact with partners in resolving difficult issues.

• Strong oral and written communication skills.

• Demonstrate ability to support cross-functional teams.

• Must be able to conduct accounting and financial research on a wide variety of data sources.

• Always maintain extreme confidentiality and discretion.

• Maintains an appropriate filing system for all confidential materials.

• Must have the ability to discern highly confidential materials and documents.

• Detail oriented.


QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The

requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.


EDUCATION:

A Bachelor’s degree or higher in accounting, finance, purchasing, business administration or related discipline,

in addition to three (3) years of increasing direct purchasing, strategic procurement, buying, material management, integrated supply chain services, accounting or finance responsibility. Experience within a nonprofit/government environment is preferred, but not required.


SUPERVISORY:

None.


OTHER:

Background check and drug screen required.