Procurement and Contacts Coordinator

Details and Application

Careers - Job Details | Skagit Transit

Closing Date:
Open until filled

Manages the Agency’s Procurement Program; performs professional level procurement and special project activities ranging from concept to completion to ensure timely, cost efficient and legally compliant goods and services.  Responsibilities including preparing competitive solicitation documents for long-term agreements and/or purchases, and in coordinating committees to evaluate and provide input on specifications, bid evaluations, and contract awards.  Provides guidance to Agency management and employees regarding procurement and contracting policies and procedures.

Essential Job Functions: 

• Plan, prepare and manage the development of the Agency’s Procurement Program; develop, identify, recommend and implement policies and procedures for procurement purposes; ensure program is in compliance with State and Federal rules and regulations
• Develop and implement procurement project activities from concept to completion; prepare and distribute requests for proposal, invitations to bid and other solicitation documents related to the purchase of supplies, equipment and professional services
• Facilitate the development of written specifications for equipment and scope of work for services required to meet the Agency’s needs
• Review draft proposals and specifications submitted by Agency staff for content, clarity and potential problems; assist staff in selecting the type of procurement and creating the evaluation criterial for the procurement
• Prepare regular reports on procurement activities, contract statuses, and budget utilization for management review
• Monitor contract performance, including timelines, deliverables, and budget adherence. Coordinate with stakeholders to resolve any contract-related issues
• Assist in budget planning and tracking related to procurement and contracts.
• Serve as consultant to other departments in procurement of services and materials including investigating markets, researching scope and specifications, contract development and administration
• Schedule, coordinate and facilitate meetings related to procurement; conduct pre-proposal and pre-bid conferences and public bid openings; assemble data and preliminary information for terms and pricing; conducts price analyses as required; coordinate and facilitate the bid/proposal evaluation process
• Facilitate training of staff and the implementation of purchasing policies and procedures
• Maintain appropriate records and files to document procurement activities and purchases
• Build and maintain relationships with vendors and contractors, fostering a collaborative and productive environment
• May be required to serve as a designated emergency responder during disasters and/or emergencies
• Perform other duties as assigned

• Any equivalent combination of education and experience that provide the knowledge, skills and abilities required to successfully perform the job. A typical way to meet this requirement would be:

  • Bachelor’s degree in business administration or closely related field
  • 5 years of increasing responsibility in the purchasing field
  • Procurement experience in a public sector environment is preferred
  • Strong understanding of procurement practices, contract law, and negotiation techniques
  • Completion of the Federal Transit Administration’s Orientation to Transit Procurement course within one year of employment
  • Excellent organizational skills with the ability to prioritize tasks and meet deadlines

• Principles, methods, procedures and practices of public procurement
• Applicable Federal, State, and Local laws, rules, and regulations, particularly those related to purchasing, procurement, and grants
• Competitive bidding procedures
• Public sector liability issues
• Conflict resolution techniques and contract negotiation administration principles and practices
• Analyze, interpret and administer contracts, technical specifications and governmental regulations
• Manage projects and facilitate meetings
• Organize and maintain record keeping system
• Operate a computer using word processing, spreadsheet, database, e-mail and calendar software
• Prioritize and handle multiple projects and tasks simultaneously
• Maintain confidentiality of sensitive data and information
• Communicate effectively and professionally, both orally and in writing, with employees at all levels of the organization, customers, vendors and contractors
• Relate effectively to individuals of various cultural, ethnic and social-economic backgrounds as well as individuals with special needs
• Demonstrate strong internal and external customer service skills in order to meet the Agency’s expectations
• Purchase materials, equipment, supplies and service in a cost effective manner
• Prepare accurate and timely records and reports
• Process financial information in accordance with Federal and State regulations and Agency policies
• Operate various types of office equipment such as telephone system, copier, fax and scanner
• May be required to serve as a designated emergency responder during disasters and/or emergencies
• Communicate courteously, effectively, and professionally, both orally and in writing, with employees at all levels of the organization, customers, vendors, and contractors