Procurement Project Administrator

Title: Procurement Project Administrator (PPA)

Purpose:              WeGo Public Transit is looking for a highly skilled and experienced procurement officer to join our team of professionals.  This person will have various responsibilities on the team which include, but not limited to, coordinating procurement and contracting activities for the delivery of goods and services, professional services and construction projects. This individual should be detail oriented, results driven, well organized, strong project managements skills, and excellent verbal and written communication skills. 

Reports to: Procurement Manager

Job Functions:

• Performs all procurement-related activities and planning, evaluation of proposals, and recommends a wide range of awards. Prepares a large variety of difficult, complex, and/or innovative requests for proposal and/or bid, which are responsive to our needs by following local, state regulations, Federal Transit Administration (FTA) guidelines, and the Procurement Policy
• Assists in developing and defining contract/bid specifications; writes solicitations (Request for Proposals, Requests for Quotations, and Invitations to Bid); analyzes and determines the most appropriate contract types to reduce exposure to risk
• Maintains properly documented procurement files following FTA guidelines
• Participates in the negotiation of contract terms and conditions; monitors negotiation sessions to ensure ethical procurement practices are followed; advises departments on the type, form, and context of the final contract negotiated
• Review and adhere to compliance of departmental policy, procedure, local, State, and Federal regulations of procurement/Publish required procurements
• Verify purchase requisitions by comparing the board approval document and the contract
• Prepare purchase orders by verifying specifications and price; ensure all levels of approvals are met per the procurement type
• Communicates clearly and persuasively; establish and maintain effective relationships with department officials, company/vendor representatives, and staff members. 
• Prepare related supplemental paperwork in support of contracts for the Board; prepares analytical reports, correspondence, and memoranda.
• Keep information accessible by sorting and filing documents
• Work independently; read and interpret rules and regulations; collect, organize, and evaluate information; identify alternative solutions, and project consequences of decisions and recommendations
• Compose clear and concise reports, recommendations, and correspondence. Performs market, total life cycle cost, and value, price, and complex cost analysis in formulating purchasing forecasts and recommendations for purchasing commodities or services
• Report DBE selected vendors to the Director of Business Diversity
• Track federally funded send per the submitted invoice 
• Confirm with Grant Administrator if FTA funds will be applied to the project/ invoice
• Perform other duties as assigned

Physical Requirements with or without reasonable accommodation:

Physical activity includes but is not limited to:

• Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening
• Must be able to operate office equipment, including but not limited to telephone system, typewriter, computer system, printer, copy machine, facsimile machine, and adding machine

Other Requirements:

• Ability to work assigned schedule
• Ability to work overtime when necessary to meet work goals
• Understand and carry out detailed written or verbal instructions
• Solve problems
• Work with little supervision
• Perform repetitive work
• Practice good customer relation skills
• Meet required deadlines
• Maintain effective working relationships with all levels of employees
• Must be able to make presentations to groups of people
• Ability to compose written documents
• Maintain confidentiality

Recommended Preparation for Employment:   

Possession of college degree in business administration, accounting, or related field strongly preferred; some college required.   Minimum three years experience in procurement and contract administration. Prefer experience in purchasing equipment and services related to the transportation industry. Must have very strong mathematical and analytical skills and be very detail oriented.   Excellent verbal and written communication skills required.

Classification under Fair Labor Standards Act:   Exempt