Job Opening Title: PROCUREMENT & CONTRACTS COORDINATOR
Institution/Organization Name: Sound Transit
Job Location (City, State, Province, Country): Seattle, WA
Application Deadline: 05/14/17
Link to job posting: https://agency.governmentjobs.com/soundtransit/default.cfm
Years of experience required: 3
Job Description (if URL to posting not available). Please include instructions for how to apply.: Sound Transit
PROCUREMENT & CONTRACTS COORDINATOR
Job #17-01035
SALARY: $47,720.00 – $59,650.00 Annually
OPENING DATE: 04/28/17
CLOSING DATE: 05/14/17, 5:00 PM
GENERAL PURPOSE:
Under general supervision, administers the records management of contract files to the entire Procurement & Contracts Division; work closely with Legal responding to public disclosure requests and litigation documentation requests; Supports the development and distribution of reports and documentation in response to auditor, internal customer and requests from the public; Assists in the development and maintenances of the Division’s HUB, SharePoint Team Site and public facing internet web page; Coordinates and troubleshoots the day-to-day operational needs of the Division; Oversees file management of the Procurement and Contracts Department files contained in the library; Provides back-up in the Systems functions as necessary.
ESSENTIAL FUNCTIONS:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
• Works closely with the Agency records management team and document control team in Agency-wide actions; assists staff in locating and/or retrieving files; oversees file management of physical files for Department and Contracts Library; collaborates with various staff members to ensure files are accurate and follows defined records management procedures; ensures files in Library are intact and secure; maintains database of file locations (over 4,000 volumes); prepares closed contract and procurement files for archive; maintains documentation on records management procedures for Department; provides instruction on processes and procedures to various staff; and anticipates future needs for records storage space; administers the Agency’s records management procedures as they related to Procurement and Contracts, including responsibility over the applicable retention schedules, dispositions and internal procedures.
• Works in the Agency ERP system entering releases, receivers and secure address book entries and troubleshoots issues as they arise. Provides Contracts Help Desk back-up when necessary.
• Serves as Procurement and Contracts Division’s primary contact for supporting the Legal Department in responding to public disclosure requests; gathers information for public disclosure requests; produces responsive documents to Legal; searches paper files and databases such as Livelink, SharePoint and eBid to find records; and gathers other information as requested and submits information to requesting parties.
• Provides support in report data verification, research, requirement gathering and distribution. Reports include Log 1, Monthly Procurement Snapshot, and Board Reports.
• Provides assistance in resolving day-to-day operational issues and problems; responds to and elevates when appropriate issues impacting the Division such as process and policy updates, Service Desk requests, and technology changes. Recommends continuous process improvement in those areas.
• Responsible for developing and maintaining all internal and external facing, information and collaborative sites, including the Division’s HUB page; the Team SharePoint working site; and the Division’s internet web site.
• Maintains files of all Procurement & Contracting procedures and desk guides and coordinates updates and maintenance of related training materials.
• Provides support to the Division on matters as directed; prepares and presents reports, PowerPoints, and other necessary correspondences; attends and participates in group or committee meetings representing the Division; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• Is the Purchase Card (P-Card) holder for the Division, including making payments, coding and monthly reconciliations.
• Other duties as assigned.
MINIMUM QUALIFICATIONS:
Education and Experience:
Completion of High School Diploma/GED with some specialized training or college technical school coursework in business, administrative support, or closely related and three years of experience in administrative or program support that includes records management, procurement/purchasing related support functions; OR an equivalent combination of education and experience.
Required Licenses or Certifications:
None.
Required Knowledge of:
• Principles and procedures of record management.
• Principles and practices used in establishing and maintaining files and information retrieval systems.
• Basics of web page development and maintenance
• Project management techniques and principles.
• Basic principles and practices of contract administration.
• Basic principles and practices of program administration.
• Operational characteristics, services, and activities of Procurement and Contracts Division functions, programs, and operational area.
• General purchasing and contracting methods and practices.
• Methods and techniques of proper phone etiquette.
• Pertinent federal, state, and local laws, codes, and regulations.
• Principles of business letter writing and basic report preparation.
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
• Principles of customer service.
Required Skill in:
• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
• Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Performing a full range of advanced clerical and routine technical, administrative, and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative in support of the Procurement and Contracts Division.
• Understanding the procurement process.
• Researching, compiling, and interpreting a variety of information and making appropriate recommendations.
• Participating in the preparation of a variety of administrative and financial reports.
• Independently preparing correspondence and memoranda.
• Implementing and maintaining filing systems.
• Responding to inquiries and in effective oral and written communication.
• Applying project management techniques and principles.
• Working cooperatively with other departments, Agency officials, and outside agencies.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
• Work is performed in a standard office environment.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
Apply online: http://agency.governmentjobs.com/soundtransit/default.cfm
We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.
All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.
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