Procurement Section Coordinator

  • Title: Procurement Section Coordinator
  • Class: Academic Professional
  • FLSA Status: Exempt
  • Grade: AP 4

Job Summary

Under the direction of management, ensures the timely and compliant procurement of a broad spectrum of goods and services to serve the College. Functions independently in accordance with College and state statutory requirements, subject only to general supervisory direction and review. Acts as lead worker for procurement and contracting staff.

Typical Duties and Responsibilities

  1. Independently drafts and negotiates a broad variety of contracts varying in complexity. Writes standard contracts or agreements utilizing models or templates. In consultation with college personnel, translates program or department requirements into contract terms. Reviews vendor and/or department contracts and agreements for compliance with requirements, regulations and specifications.
  2. Develops written specifications for the Invitations to Bid, Request for Proposal, and Request for Quotations documents for the purchase of materials, supplies, equipment, and/or services requisitioned by College departments.
  3. Solicits potential sources of supply, conducts bid openings and pre-proposal reviews. Analyzes and coordinates the evaluation of bids or proposals received for compliance to specifications and requirements. Determines the most advantageous offer and makes recommendation to committee for award. Conducts post-award orientation with bidders/proposers as required.
  4. Reviews purchasing documents to ensure compliance with College Procurement Rules and State of Oregon regulations, such as but not limited to construction contractor’s requirements, OSHA, DEQ, prevailing wage rate (BOLI) requirements for construction contracts and other state and federal requirements. Determines necessity of consultation with technical staff within the College and public agencies to ensure that the equipment, goods, or services will meet all regulatory requirements and follows through.
  5. Utilizing knowledge of College procurement rules, statutory laws, and Oregon Administrative rules, reviews purchase requisitions to establish priorities and determine best method of procurement to ensure efficient, effective, and timely delivery of goods and services.
  6. Acts as a key resource for the implementation, development, and ongoing maintenance of purchasing systems and related processes and procedures. Provides recommendations for improvements on system processes and procedures.
  7. Approves all College purchase orders up to the Board approval level.
  8. Guides and coordinates the workload of procurement and contracting staff and monitors work performance. Delegates work and provides day-to-day direction and assistance to staff on the purchasing process. Assists in the evaluation of classified staff.
  9. In the absence of procurement/contracts management, assumes responsibility for all procurement and contracting activities and functions.
  10. Analyzes procurement data and prepares reports on an as needed basis.
  11. Works closely with financial staff to ensure validity of accounting information and fund availability. Works with staff on year-end close out procedures.
  12. Performs other related duties as assigned.

Work Environment and Physical Requirements

Work is performed in a standard office environment. Exposure to video display terminals occurs with varied frequency. Learned physical skill is required to perform keyboarding and 10-key functions.

Minimum Qualifications

Bachelor’s degree in Finance, Administration, Accounting or related field. Experience performing the duties described above may substitute for the degree requirement on a year-for-year basis.

Three years of experience in the procurement of a wide variety of goods and services, including procurement contract preparation and negotiation.

Knowledge, Skills, and Abilities

Knowledge of:
  • State of Oregon purchasing statutes and other applicable governing regulations;
  • Applicable local, state and federal laws and regulations;
  • Departmental processes and policies;
  • Procurement best practice;
  • Principles, methods and practices used in the procurement of goods and services.
Skills in:
  • Leading, training, and coordinating the work of others;
  • Establishing and maintaining effective working relationships with staff, internal clients and external parties;
  • Using a 10-key calculator;
  • Using spreadsheets;
  • Operating a computer and various software programs.
Ability to:
  • Work effectively with PCC students and staff with diverse academic, cultural, and ethnic backgrounds;
  • Comprehend technical language and to confer, analyze and write in an objective manner;
  • Lead train, and coordinate the work of others in a team environment;
  • Effectively communicate both verbally and in writing;
  • Work under pressure, manage more than one project at a time, and meet deadlines;
  • Learn and apply applicable Federal, State and local laws, rules, regulations and policies;
  • Work independently and as part of a team.

Reviewed: 12/2018

  • Replaces: Procurement Section Leader, 3/2018