Position Summary

POSITION SUMMARY:
Under the supervision of the McLennan County Purchasing Director, the Contract Administrator is responsible for contract negotiation and administration of formally advertised higher dollar and more complex purchases. This position serves as the backup to the Director as the department’s negotiator and performs various administrative tasks related to the functions of the McLennan County Purchasing Department. Work involves large dollar amount purchases, vendor files, County inventory lists, and insurance related business. This position is also responsible for assisting with bids, and performing receptionist and general office duties.

Essential Functions

ESSENTIAL JOB FUNCTIONS:

• Oversees entire process of complex purchases from concept stages through receipt and closeout. Develops contract specifications and source lists
• Prepares requests for proposals and invitations for bids beginning with initiation to negotiated contract execution
• Evaluates and monitors contract performance, compliance and contractual obligations for professional service agreements, discretionary agreements, or large high-risk contract engagements
• Negotiates contract terms, costs, and conditions with vendors or consultants
• Provides guidance and interpretation of contract languages on procurement policies, procedures and procurement issues to staff, County departments, and other agencies as necessary
• Directs, develops and monitors departmental policies and operation procedures; implements, communicates and effectively uses policies and procedures; monitors and ensures effective adequate internal controls to properly safeguard County assets
• Reviews current statutes and changes in state and federal legislation to ensure procurement compliance and inventory control reporting compliance with government laws and regulations
• Helps coordinate with Elected Officials and Department Heads to determine department’s needs for goods and services, and when necessary, uses this information to develop the specifications for sealed bids
• Interviews vendors and contractors to obtain information on price, products, services, ability to deliver, etc.
• Searches through state contracts and/or cooperative agreements for purchases that meet the requirements for such contacts
• Contacts vendors for quotes, analyzes quotes and makes determinations for some purchases
• Conducts research and drafts terms and conditions to include in bids
• Assists the Director in the centralized county-wide procurement process to assure compliance with statutes. This includes activities such as: advertising, receiving and evaluating bids for goods and services; negotiating, issuing and placing contracts and purchase orders; monitoring contracts for compliance with contract terms and conditions; assessing compliance and developing corrective actions as required
• Assist with the administration of the County Issued Cell Phone Program by maintaining inventory of county mobile devices, upgrading mobile devices, being a point of contact for the service provider, and assisting with the acquisition of additional mobile devices
• Maintains purchasing documents, files and records (e.g. Requests for Proposal, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines
• In the absence of the Director, this position may be responsible for presenting information and/or recommendations to Commissioners Court
• Regular attendance and timeliness are required

Minimum Requirements

EDUCATION:
Required:

• Bachelor’s degree in Business Administration, Management or related field, in lieu of degree 4 years’ of purchasing experience in public or private employment, which includes high-volume and complex purchasing activity plus years of experience required below

• A Certification as Accredited Purchasing Practitioner (A.P.P.), Certified Purchasing Manager (C.P.M.), (CPSM) Certified Professional in Supply Management, (CPPB) Certified Professional Public Buyer, (CPPO) Certified Public Procurement Officer, or equivalent

• 6 years of purchasing experience in public or private employment, which includes high-volume and complex purchasing activity
• Skill in reading, understanding, interpreting, and following federal, state, and local laws and protocols related to governmental accounting and purchasing issues
• Knowledge of the principles, practices, terminology and techniques of public accounting, (particularly governmental accounting), finance, budget, bookkeeping and cash flow analysis
• Exceptional knowledge of sources of supply, markets and price trends, and the various grades and qualities of a wide variety of materials, supplies and equipment
• General knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office Work, Excel, Outlook, enterprise-wide purchasing software, and web-site software
• Exceptional skill in establishing and maintaining effective working relationships with County staff, vendors, and the general public
• Possess excellent communication skills in expressing oneself clearly concisely, and professionally both orally and in writing
• General knowledge of basic arithmetic, algebra and statistics including add, subtract, multiply, divide, interest, decimals and percentages

• Experience in the purchase of heavy equipment and vehicles
• Professional knowledge of federal, state, and local laws and protocols related to county government specifically purchasing procedures

Supplemental Information

DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past ten years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.
All Employees
o Must be committed to achieving excellence in assigned duties, always in service of the county and community
o Must have ability to earn and keep the trust of fellow employees and the community at large
o Must be approachable and ready to help fellow employees and the general public
ENVIRONMENTAL FACTORS: Works primarily indoors in a well-lighted air-conditioned office. Daily contact with the public, other departmental personnel and vendors. When working with surplus and scrap materials, will occasionally be required to work outside and/or in an unaired conditioned warehouse

McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.