Procurement and Contract Coordinator

Company: Government jobs
Location: Monroe
Posted on: January 27, 2023

Job Description:

General Statement

The Procurement and Contract Coordinator, under limited supervision, performs contract and procurement duties to include collaborating with departments to receive contract documents; assisting departments with evaluating, reviewing, negotiating, processing, and ensuring applicable compliance; routing contracts through the contract system; and securing fully executed contracts in accordance with applicable policy and laws. This work involves coordinating the purchasing activities of County departments to ensure compliance with North Carolina statutes and local policy while ensuring that Union County receives the best value. Work also involves assisting with Vendor Outreach, Minority/Women and Small Business HUB monitoring program, P-Card program, the Board Agenda process, preparing and/or processing IFB's, RFP's, RFQ's and assisting with internal and external training. Employee must exercise independent judgment and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with County staff, vendors and the general public.

Essential Functions

Reviews and processes contracts, ensuring contract documents are complete (including all referenced exhibits/attachments and any related terms and conditions). Works with the submitting department to obtain accurate and complete required contract information, including any missing contract documentation, before further processing any contract.

Collaborates with departments, procurement team and legal to complete the contract process.

Assists with contract negotiations as needed.

Assists with developing and monitoring purchasing contracts.

Assist with managing and maintaining the procurement segment of the P-Card program.

Manages the central procurement contract file process.

Assists with preparing/implementing Vendor Outreach events.

Assists with Minority/Women and Small Business Program, Historically Underutilized Business (HUB) monitoring and prepares/submits State reports.

Manages the Procurement-Vendor Registration Program.

Prepares and submits various Contract and Procurement.

Creates and processes IFB's, RFP's and RFQ's.

Assists with writing solicitations for bids (Invitations for Bid, Requests for Proposals, Requests for Qualifications,) depending upon service/item procured; and reviews submittal evaluation criteria as requested.

Assists with developing and administering vendor outreach and training initiatives.

Manages various procurement activities for assigned commodities and/or Departments/Agencies.

Assists with updating and maintaining the procurement/contract file system.

Informs departments of various contract, procurement and bid procedures.

Assists with various audit initiatives.

Assists with preparing budget (as needed).

Assists with training employees on various purchasing and contract procedures as necessary.

Researches state and federal statutes and opinions, Department policies and previous contracts.

Reviews, interprets and clarifies statutes, regulations, standard policies and procedures to ensure compliance with Department and governmental regulations.

Maintains, updates and compiles detailed data, reports, summaries, files, records, logs, statistics and contracts.

Conducts audits, researches and identifies issues with contracts and proposes solutions.

Performs other related duties as assigned.

Minimum Qualifications

Education and Experience:

Bachelor's Degree in Accounting, Business Administration, Public Administration or related field, and five (5) years of experience of progressively responsible experience in procurement/purchasing, contract work; or equivalent combination of education and experience.

Licenses or Certifications:

Procurement and/or Contract Industry Certification. Employee has three (3) years to secure applicable Procurement/Purchasing Certification (Manager may extend as needed).

Preferred Qualifications

Education and Experience:

Master's Degree in Business, Purchasing related industry, Public Administration or other related industry related field and five (5) years of experience with purchasing and/or processing contracts for complex commodities, information technology, architects/engineers and/or construction services preferably in government or similar institutional agency.

Licenses or Certifications:

Certified Local Government Purchasing Officer (CLGPO), Certified Professional Public Buyer (CPPB), Certified Professional Public Officer (CPPO), Certification in Contracts or Project Management (PMP) preferred. Employee has three (3) years to secure applicable Procurement/Purchasing Certification (Manager may extend as needed).

INSURANCE PROGRAMS

HEALTH INSURANCE

All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period. Health Reimbursement Account Preventative Care Coverage Prescription Coverage Vision Coverage

DENTAL INSURANCE

All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period.

LIFE INSURANCE

Basic Term life Insurance in the amount of one times the annual salary is provided for all full-time and regular part-time employees. Additional coverage is available for purchase through payroll deduction for the employee and eligible dependents.

FINANCIAL PROGRAMS

RETIREMENT

Membership in the North Carolina Local Government Employees Retirement System is a requirement for all full-time and regular part-time employees. Employees contribute six percent (6%) of their annual compensation before it is taxed. If you leave County service before retirement, you may withdraw your retirement contributions or elect to freeze your contributions in anticipation of future local government employment. If you have five (5) years of service, you are 100% vested in the NCLGERS.

NC401(k)

The NC401(k) supplemental retirement program is available to full-time and regular part-time employees. The County establishes this 401(k) account for each eligible employee and makes a five percent (5%) contribution based on biweekly earnings. Employees may elect to make voluntary contributions through payroll deduction.

457 DEFERRED COMPENSATION

The 457 Deferred Compensation program is available to all employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.

FLEXIBLE SPENDING ACCOUNTS

Options are available to regular full-time and regular part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Debit Card program gives you instant access to your account funds.

Health Care Spending Account Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.

Dependent Care Spending Account Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses.

DIRECT DEPOSIT

Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.

CREDIT UNION

Local Government Federal Credit Union membership is available to all employees. Once you join, you can remain a member for as long as you choose. Immediate family members such as: spouse, children, stepchildren, brothers, sisters and parents can all become members.

TRUIST
No Overdraft Fees
$100 Negative Balance Buffer
Online and Mobile Banking with Bill Pay

LEAVE PROGRAMS

VACATION LEAVE

Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System.

SICK LEAVE

For full-time County employees, sick leave accrues at eight (8.0) hours per month. Regular part-time employees accrue prorated sick leave based on a percentage of the full-time rate. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.

SICK LEAVE TRANSFER FROM OTHER AGENCIES

Unused sick leave earned from another North Carolina Governmental Agency and/or entity, will be accepted and transferred to the County as follows: twelve (12) sick leave days will be transferred and added to the employees active sick leave balance after completion of six (6) months of employment. The remaining balance of sick leave documented for transfer at the time of employment will be recorded in the employees permanent personnel file. On the fifth anniversary of employment with the County, the remaining balance of transferred sick leave will be added to the employees active sick leave balance.

HOLIDAYS

There are 11 County recognized holidays per year with 1 floating holiday available.

MILITARY LEAVE

Annual Training - 10 paid workdays granted.

Active Duty - 20 paid workdays granted.

CIVIL LEAVE

Paid leave is provided to full-time or regular part-time County employees called for jury duty or as a witness of the court for the federal or state government, or a subdivision thereof.

FAMILY & MEDICAL LEAVE ACT

Federal law provides job protection and continuation of existing paid health insurance during 12 weeks of leave, paid or unpaid, to an eligible employee for qualifying events. These events can include birth or adoption, and serious illness of an immediate family member, or of the employee.

PAID PARENTAL LEAVE

Parental Leave provides the employee paid leave for the first eight weeks of approved FML for the birth of a son or daughter, or placement with the employee of a son or daughter for adoption or foster care.

ADMINISTRATIVE LEAVE

Educational Leave is available to regular full-time and regular part-time employees when participating in a job-related, short course, such as an update, not to exceed ten (10) consecutive working days.

VOLUNTEER TIME OFF

Volunteer Time Off will provide employes with 16 hours of paid time per calender year to volunteer at approved Union County community partner agencies.

OTHER PROGRAMS

EMPLOYEE ASSISTANCE PROGRAM

The Employee Assistance Program is open to all employees and their dependents. It is a confidential service provided at no cost to the employees of the County. EAP provides certified counselors who administer assessment and brief therapy to employees who want help with a variety of personal and work-related issues such as stress, parenting concerns, grief, alcohol/drug use, family problems, financial concerns, and work-related problems.

AQUATIC AND FITNESS CENTER

We believe that staying healthy is more than just exercising regularly and eating well. Individual and family discount membership and monthly dues are available to full-time and regular part-time employees through payroll deduction.

NATIONAL COLLEGE SAVINGS PROGRAM

The National College Savings Program is open to all employees. The Program is designed to provide certain tax advantages, encourage and facilitate saving to pay the costs of attending eligible institutions.

01 List any current licenses and/or certifications.

02 Do you have at least five years experience in this field?

• Yes
• No
  
  03 What level of experience do you have reviewing and/or processing contracts?
  • Beginner
  • Intermediate
  • Advanced
    
    04 How many years of experience do you have negotiating contracts? List 3 to 5 types of contracts you have experience in.
    
    05 How many years' experience do you have developing and implementing vendor outreach and training initiatives (include Minority/Women and Small Business Programs)? Briefly list the type.
    
    06 Briefly describe the type of experience you have preparing and processing complex solicitations from "cradle to grave" (beginning of procurement process to end).
    
    * Required Question

Keywords: Government jobs, Rock Hill , Procurement and Contract Coordinator, Accounting, Auditing , Monroe, South Carolina