Procurement and Contracts AdministratorSouth County Fire
Core Values: All employees of South County Fire are expected to hold themselves accountable for upholding and demonstrating our core values at all times: Integrity, Humility, Compassion, Family and Trust.
Summary: This position performs routine, complex clerical and technical work in administering the procurement and distribution of goods and services. This position receives general direction from the Finance Director. The work is performed with considerable independence and is reviewed through meetings, periodic status reports and results obtained. Performance is evaluated by the Finance Director through review of reports, briefings, accuracy and ability to meet deadlines, degree of harmony with the public, coworkers and observation of daily activities.
Supervisory Responsibilities: Supervises the Central Stores position.
Essential Job Duties and Responsibilities:
- Provides expertise in contracting, procurement and related regulatory requirements.
- Development and implementation of policies and procedures in compliance with state and federal procurement regulations for the procurement of goods and services.
- Responsible for the preparation, review and implementation of all contracts and agreements, and/or other documents necessary to complete the bid/procurement process in compliance with applicable policies and procedures.
- Leads or advises project managers in the selection of appropriate procurement methods and strategies; facilitates and directs the procurement process; assists in the review of specifications and documentation.
- Administers the procurement and contracting process for architectural-engineering, professional services and other service agreements and contracts.
- Researches cost, vendors, and best source data; contacts vendors and suppliers regarding products, availability, pricing and terms; assists in evaluating and awarding purchases to vendors and suppliers in accordance with policy and procedures.
- Monitors procurement and contracts to ensure compliance with contractual obligations.
- Manages Central Stores operations to assure that proper inventories are maintained for EMS supplies, office/station supplies, clothing and protective gear, tools and other firefighting equipment. Oversees asset inventory, to include disposition of surplus items according to policy and State Auditor's guidelines.
- Attends various meetings such as staff, committee, commission and other agency meetings as required.
- Pursues on-going career development and educational advancement to enhance knowledge, skills, and abilities in relation to divisional responsibilities.
- Performs other special projects and work as assigned.
- Operates equipment and machinery, such as computers, calculators, faxes, multi-function copiers, ladders, and hand trucks; operates a vehicle to conduct work.
- Develops and maintains a variety of files and records of bids, purchasing contracts, products, purchases, vendors and related information.
- Regular attendance required.
Required Knowledge, Skills and Abilities
- Laws governing public procurement.
- General government accounting, budgeting, and purchasing policies, procedures, and practices.
- Sources of supplies, price trends and grades or quality of materials and equipment.
- Inventory management methods and practices, including computerized inventory tracking systems.
- Personal computers including word processing, database, and spreadsheet applications.
- Laws, procedures, and practices pertaining to the surplus of public assets.
Skills and Ability To:
- Operate the listed tools and equipment.
- Operate applicable systems to track and account for supplies and inventory.
- Analyze and process purchasing requisitions and make purchasing decisions accordingly.
- Maintain complex purchasing and inventory records.
- Establish and maintain effective working relationships with employees, other divisions, vendors and the public. Listen and ascertain the needs of customers and respond to customers tactfully and courteously.
- Multi-task, prioritize workload, and possess strong organizational skills; ability to meet schedules and timelines.
- Find and communicate accurate information concerning process, policies and procedures to customers.
- Recognize, create and verbalize method improvements.
- Understand and follow oral and written documents.
- Meet the physical demands of the position.
Education and Experience: Graduate from an accredited two-year college or university with a degree in purchasing, accounting, business or related field plus two years of experience in the area of purchasing and inventory control, or at least five years of increasingly responsible purchasing and inventory control experience, preferably for a government or public entity.
- Must maintain a valid Driver's License with acceptable driving record.
- Must pass a formal criminal background check as required by RCW 43.43.830.
Physical Demands: Work involves walking, talking, stooping, kneeling, hearing, using hands to handle, feel or operate objects, tools or controls and reach with hands and arms. The employee is frequently required to push, pull, lift and/or carry up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
Working Conditions: Office environment; subject to driving to various sites to conduct work.
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.