Procurement and Contracting Technician

DEFINITION

Under general supervision, perform a variety of routine to complex technical and administrative duties in the preparation, maintenance, and processing a range of purchasing and contracting methods to procure products and services, and prepare and track contracts and agreements. Apply the contracting process from beginning to end and perform post award contract administration. Use a variety of unrelated contracting, agreement, or procurement processes in a relatively controlled work environment, and perform related work as required.

Contract development includes the use of procurement and contracting industry standard clauses, previously prepared internal and external model agreements, and routine supplemental stipulations in alignment with all applicable regulations and procurement and contracting industry practices.

SUPERVISION RECEIVED AND EXERCISED

Receive general supervision from the Finance Manager and Administrative Services Manager who will review work in progress to advise and give direction on work methods and policy interpretation and application. Typically, work is reviewed through periodic review of bids, contracts, agreements and related assignments and regular conferences to clarify interpretations, review progress, and discuss problems and recommended solutions.

Work is guided by established  county, state, federal and District regulations, policies, and procedures that may require interpretation. Interpretation may change in response to varying situations. Work requires the discretion to determine the appropriate procedure or process.

Exercises no direct supervision over staff. May provide technical and functional direction to temporary staff, and subject to the Finance Manager’s and/or Administrative Services Manager’s direction, may assist in guiding the District’s divisions on items related to procurement and contracting assignments.

CLASS CHARACTERISTICS

This is a single-position class that performs the full range of technical work in the following areas: procurement and contracting, in addition to performing a wide variety of recordkeeping, reconciliation support activities within the construct of the District’s internal control structure related to financial reporting and in consideration of appropriate segregation of duties. The position exercises judgment and initiative yet receives instruction or assistance as new or unusual situations arise and is fully aware of the Administration Division’s and District’s operating procedures and policies.

Uses analysis and must select the appropriate techniques and procedures. Work requires the employee to identify the interrelationships that affect procurement such as availability of funds, discount rate, sales tax, transportation charges, or previous performance of suppliers, consultants, and contractors; or identify the interrelationships of different agreement provisions and their effect from project initiation through completion.

Responsibility to regularly develop bids, including the terms, conditions, and procurement specifications; or write standard contracts or agreements that follow internal or external models or templates.

The Procurement and Contract Technician has regular telephone, written, and in-person contact with District staff to process bids and proposals. They will have regular contact with vendors to place purchase orders, receive competitive quotations, solicit bids, and resolve related problems. They also regularly contact District employees to advise them about procurement and contract procedures and define agreement requirements. Employee regularly contacts other District staff, contractors, consultants,  and the public to gather data and obtain information, and recommend and implement solutions to solve problems, share information, and coordinate activities. The Procurement and Contract Technician, under supervisor direction, has occasional contact with legal counsel to get advice on the interpretation of regulations or to clarify issues about contract or agreement provisions and format changes.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Procurement, Contract or Agreement Processing

• Analyze Statement of Work (SOW) and project plans to evaluate acquisition and contract requirements and determine appropriate solicitation process, such as Request for Proposal (RFP), Invitation to Bid (ITB), Request for Quotation (RFQ) Request for Information (RFI), and Request for Qualifications (RFQ).
• Identify terms, conditions, or requirements to apply.
• Assist in defining specifications and developing solicitation documents.
• Write and administer bids or proposals, and recommends or makes quotation awards.
• Recommend contract awards.
• Locate sources of supplies, products and services and advise staff on availability, costs, and trends.
• Compare items such as products, services, quality, availability, shipping, and make purchase recommendations.
• Prepare and release purchase requests and documents.
• Keep records and required documentation of transactions.
• Interpret related rules and policies and advise District staff on correct methods and processes, procurement policies and procedures.
• Review contracts and agreements for compliance with requirements, regulations, specifications.
• Help train District personnel on contract and agreement processes.
• Prepare standard contracts and agreements.
• Collect data and calculate cost benefit ratios.
• Compile statistics and estimates to use in preparing reports.
• Coordinate schedules, arrange for and participate in public meetings.
• Prepare advertisements for solicitations.
• Assist with preparation of grant reporting and reimbursement requests.
• Manage On-Call Contracts, Prequalified Consultant File, Contractor Bidding File.
• Research previous contracts and agreements, and related support documentation.

Contract or Agreement Administration

• Update and monitor databases that track contracts and agreements.
• Verify adherence to contract or agreement terms and conditions.
• Identify potential problems or conflicts and solve or recommend solutions.
• Answer questions or find information for District staff, the public, contractors, and vendors.
• Investigate and resolve problems related to contract performance.
• Find solutions to shipping, receiving, and billing discrepancies or payment disagreements with users, vendors, local government representatives or contractors.
• Approve price changes and decide to cancel, bid again, or renew contracts.
• Negotiate returns and credits, expedite orders, reschedule deliveries, and cancel or renegotiate orders.
• Write contract amendments due to changes in project scope or to solve contractor or construction problems.
• Establish and maintain complete files and records related to assigned functions.
• Gather and tabulate data used in the preparation of records and reports; research background information and account histories; collect and prepare data and files to facilitate and expedite the year-end financial audit.
• Assist vendors, divisions, and employees by providing procurement and contracting support and explaining policies and procedures and answering questions.
• Scan and archive files in compliance with the District’s records retention policy.
• Assist with special projects, as required.
• Perform other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Principles and methods of governmental procurement and contracting.
• Principles and processes in business and organizational planning, coordination, and execution such as resource allocation, production methods.
• Economic and accounting practices and analysis and reporting of financial data.
• Techniques used to negotiate or gain agreement with others.
• Communications and dissemination techniques including alternative ways to inform others via written, oral, electronic, and visual media.
• Business arithmetic and basic financial and statistical techniques.
• Computerized software and systems related to procurement and contracting processes.
• Recordkeeping, information processing requirements, and rules and policies related to the production of public procurement and contracting.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Principles and procedures of recordkeeping reporting.
• Techniques for providing a high-level of customer service by effectively dealing with the public, vendors, contractors, and District Board, staff, and volunteers.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Modern office practices and methods, computer equipment, and software programs (e.g., Microsoft, Adobe, OpenGov Procurement) to conduct, compile, and/or generate documentation.

Ability to:

• Learn, adopt, and implement the District’s policies and related contracts and documents.
• Perform duties associated with administering a comprehensive procurement and contracts management program.
• Use logic and analysis to identify the strengths and weaknesses of different available options.
• Weigh the relative risks, costs, and benefits of a process or potential action.
• Research and identify essential information.
• Manage and prioritize one’s time to efficiently complete tasks and manage multiple projects simultaneously.
• Observe, receive, and otherwise obtain information from all relevant sources.
• Evaluate information against a set of standards and verify that it is correct.
• Talk to others effectively to convey information, listen to what others say and ask pertinent questions to gather needed information.
• Enter, record, store and maintain information in written and electronic formats.
• Produce electronic reports of tabulated data.
• Process paperwork and perform day-to-day administrative tasks.
• Develop constructive and cooperative working relationships with others.
• Communicate information and ideas in writing so others can understand.
• Accurately add, subtract, multiply, divide, compute percentages and analyze statistical data.
• Identify when something is wrong or is likely to go wrong.
• Identify facts by breaking down information or data into separate parts.
• Effectively organize, lead, and participate in internal and external meetings.
• Operate a computer to enter, update, correct, generate, research, and retrieve information; and write correspondence and memorandum.
• Work closely with staff to maintain a high-level of integrity and confidentiality when dealing with sensitive and complex procurement and contracting issues.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Compose correspondence and reports independently or from brief instructions.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Understand and follow oral and written instructions.
• Organize own work, work with supervisors to set priorities, and meet critical deadlines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Identify training opportunities; and participate in training subject to supervisors’ prior approval.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to the completion of the twelfth (12th) grade, preferably, but not mandated,  supplemented by college-level coursework in business administration, economics, accounting, procurement and contracting, or a related field and three (3) years of procurement and contract administration experience.

Licenses and Certifications:

Possession of a current valid California Driver’s License.

PHYSICAL DEMANDS

Reasonable accommodation, as defined by the Americans with Disabilities Act, applies.

Physical demands may include mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL CONDITIONSEmployee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures