Procurement Section Leader
Title: Procurement Section Leader
Exempt Status: Non-exempt
Nature and Scope of Work
Under the general direction of procurement management, coordinates staff workload and organizes the timely procurement of a broad spectrum of goods and services to serve the students and staff of the College. Responsible for performing work requiring advanced job skills and for responding to work situations with minimum guidance or direction. Incumbent is expected to function independently in accordance with College and state statutory requirements, subject only to general supervisory direction and review. Guides, reviews and assists in the evaluation of classified staff.
- Oversees and coordinates the workload of all procurement staff and monitors their work performance. Delegates work and provides day-to-day direction and assistance to staff on the purchasing process. Provides input to management regarding staff performance evaluations.
- Approves (online) and/or signs all College purchase orders up to the Board approval level.
- Acts as a key resource for the implementation, development and ongoing maintenance of the Banner online purchasing system process and procedures and Purchasing Website. Provides input and recommendations for improvements on the system process and procedures. Resolves problems independently.
- Coordinates and participates in the training of all College Department users in purchasing and Banner online procurement policies and procedures.
- In the absence of procurement management, assumes responsibility for all procurement activities and functions.
- 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.
- 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.
- Reviews purchasing documents to ensure compliance with College Procurement Rules and State of Oregon regulations such as construction contractor’s requirements, OSHA, DEQ, electrical inspection regulations, prevailing wage rate (BOLI) requirements for construction contracts and other state or federal requirements. Determines if it is necessary to consult with technical staff within the College and other public agencies to ensure that the equipment and/or services ordered will meet all regulatory requirements.
- 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, price, performance, availability, shipping, extended cost benefit, warranty and other requirements. Determines the most advantageous offer and makes recommendation to committee for award. Conducts post-award orientation with bidders/proposers as required.
- Prepares and submits purchasing agenda items for contracts that require Board of Directors approval.
- Meets with potential vendor suppliers. Establishes and maintains vendor and product information files. Updates files on an as needed basis.
- Provides technical assistance, responds to questions and resolves problems for College staff on procurement related matters in a timely manner.
- Serves as a liaison with contractors, consultants and vendors; provides procedural and procurement information, responds to questions and resolves problems and concerns regarding their contracts.
- Assists in the research, investigation and development of procurement guidelines for the College. Prepares procurement reports on an as needed basis.
- Works closely with accounting and financial staff to ensure validity of accounting information and fund availability. Provides assistance in ensuring proper payments for the equipment and/or services already received. Works with accounting staff on the year-end close out process.
- Interacts regularly with PCC storeroom personnel regarding arrangements for receiving, storing and shipping merchandise/materials.
- Provides assistance with the College contracts administration and purchasing card programs. Trains, guides and assists user departments and maintains pertinent records.
- Participates in and provides documents for the completion of the Comprehensive Annual Financial Report (CAFR) and for the College annual audit process.
- Attends purchasing related conferences and/or workshops to maintain knowledge and obtain updated information on the procurement process including additions or changes in existing statutory rules and regulations. Attends purchasing organization meetings to represent the College.
- 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; Associate’s degree in Business/Accounting with course work in purchasing, inventory management, government procurement or business retail management. A certified professional public purchaser or equivalent preferred. 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 manner. Good interpersonal skills and the ability to lead others. Proficiency in use of computers, spreadsheet and other software, and 10-key calculator.