Title: Buyer/Contract Specialist
Exempt Status: Non-Exempt
Nature and Scope of Work
Under the direction of Procurement management, develops written specifications for Invitations to Bid Formal Solicitation Documents and writes standard contracts or agreements utilizing models or templates. Organizes and implements the timely procurement of a broad spectrum of goods and services to serve the students and staff of the college campuses. Extensive personal contacts are required with college staff and representatives of commercial firms. Highly developed communication skills are required to negotiate and consult with vendors and managers, and to comprehend technical language, confer, analyze and write in an objective, logical manner. Incumbent is expected to function independently in accordance with college and state statutory requirements, subject to supervisory direction and review.
Principal Accountabilities (includes some or all of the following)
- Develops written specifications for Invitations to Bid including the terms, conditions and procurement specifications. Ensures compliance with OSHA, DEQ, State of Oregon Electrical Inspection regulations, Wage Determinations for construction contracts, and other state and federal requirements. Makes determination as to the need for consultation with others in the college and other agencies to ensure that equipment and/or services ordered will meet all required regulations.
- Solicits potential sources of supply and conducts bid openings. Analyzes and coordinates the evaluation of bids received for compliance to specifications, price, performance, availability, shipping, extended cost benefit, and warranty. Determines most advantageous offer and makes recommendation to committee for award.
- 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. Prepares award documents based on Board resolutions. Conducts post-award orientation with bidders as required.
- Utilizing knowledge of statutory laws, Oregon Administrative Rules governing public contracting and college policy, reviews purchase requisitions submitted by various departments college-wide. Establishes priorities and determines best method of procurement to ensure efficient, effective and timely delivery of services and/or goods.
- May coordinate the college’s contracts administration program. Trains, guides and assists users with contracting transactions and maintains pertinent records.
- May coordinate the college’s purchasing card program. Trains, guides and assists users with purchase card transactions and maintains pertinent records.
- Establishes and maintains vendor and product information files. Updates as needed.
- Uses both personal and mainframe computers to input data, retrieve information and complete and monitor activities. Uses variety of software in the performance of these duties.
- Provides technical assistance to college staff on procurement matters in a timely manner in order for them to fulfill their obligations to students and other college population.
- Serves as a liaison with contractors, consultants and vendors, providing procedural and procurement information relating to inclusion on the college bidders’ mailing list and as a potential supplier in the college Emerging Small Business Program.
- Assists in the research, investigation and development of procurement guidelines for the college. Prepares procurement reports as needed.
- Participates in training of college staff relating to purchasing procedures.
- Works closely with accounting and financial staff to ensure validity of accounting information and fund availability.
- Interacts regularly with PCC storeroom personnel regarding arrangements for receiving, storing and shipping merchandise/materials.
- Performs other related duties as assigned.
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.
High school diploma or equivalent; AA degree in Business/Accounting with course work in purchasing, inventory management, government procurement or business retail management. Experience performing the duties described above may substitute for the degree requirement on a year-for-year basis.
Two years experience in purchasing or buying in either a public institution or a position which includes procurement of a wide variety of goods and services, and procurement contract preparation/negotiation. Knowledge of Oregon State purchasing statutes and other governing regulations.
Demonstrated ability to comprehend technical language and to confer, analyze, and write in an objective, lucid manner. Ability to develop and maintain effective working relationships with individuals and groups at all levels within and outside the college.
Proficient in use of computers, spreadsheet and other software, and 10-key calculator.