Procurement Support Spec

GENERAL FUNCTION:

Under the administrative direction of the Director of Purchasing and Procurement, the Procurement Specialist performs as a key member within the centralized purchasing and procurement system of the Airport Authority and acts as an agent of the Authority in the procurement, receipt, supply, and service for the safe and continuous operation of the Louisville Regional Airport Authority (LRAA), owner and operator of the Louisville Muhammad Ali International Airport (SDF), Bowman Field (LOU), the Louisville Renaissance Zone Corporation (LRZC), and the Renaissance South Business Park Owner’s Association. This position shall be required to assist in administrative and professional work in preparing and managing the strategic short and long-term sourcing of goods and services, through coordination with LRAA staff on the relevant needs, assisting in development of project scope, specifications, requisitions, purchase orders, purchase agreements, amendments, change orders, and monitoring established spending limits.

Major Duties and Responsibilities

• Comply with and support all applicable local, state, and federal laws to insure a legally defensible and fair procurement process.
• Responsible for sourcing and purchasing small dollar goods and services (MRO) within the established spending authority, such as raw materials, equipment, tools, parts, supplies, and services recommending best method of procurement, such as direct purchase, credit card, or as required bid process.
• Works within existing Financial Systems to process and document, but not limited to: Purchase Orders, Requisitions, Transmittals, Invoices, Vendor Databases, Monthly Inventory Cycle Counts, Inventory adjustments, and Year End Procurement Processes.
• Seeks ways to reduce overall costs and increase the quality-of-service levels through strategic sourcing or by negotiating with new potential suppliers.
• Communicates daily with various LRAA staff for exchange of financial, operational, and maintenance information.
• Effectively communicates both verbally and by written communications with suppliers, public, and LRAA staff, to obtain product or service information such as price, availability, manufacturing, operational needs, and delivery schedule.
• Performs general support and administrative duties as needed such as vehicle registration, asset tracking, fuel monitoring/ordering/receiving, surplus auctions, and asset disposal reporting.
• Effectively communicates both verbally and through written communications with suppliers, the public, and the LRAA staff to obtain product or service information such as price, availability, manufacturing, operational needs, and delivery schedule.
• Orders, tracks, and maintains appropriate Inventory levels for high use items by the Authority, including product usages, stock locations, and monthly cycle counts for two warehouse locations (CSS and IBT), with inventory adjustments as needed.
• Oversees stockroom needs and conditions; ensures electronic devices/equipment are charged and operable, orders stockroom supplies and equipment, recycles shipping cartons, organizes pallet pickup, cart location, and debris cleanup.
• Responsible for maintaining/updating procurement forms such as Business Card Request Form and New Vendor Application Forms.
• Accepts deliveries, mail, and distributes accordingly. Assist with product returns as necessary.
• Updates vendor database as needed and assists with invoice investigation, as necessary.
• Tracks and requests updated vendor forms such as certificates of insurance, performance bonds, and payment bonds.
• Actively participates in LRAA and Procurement meetings, seminars, and training.
• Ability to operate receiving dock equipment (forklift, pallet jack, supply carts, etc.) a plus.
• Orders, tracks, and maintains breakroom supplies.
• Exemplary workers will be considered for advancement based upon performance and will receive mentoring and training in more complex procurement and purchasing duties such as formal bids, requests for proposals, and all associated responsibilities for each.

Employment Qualifications

• Must possess a valid driver’s license.
• Must maintain driving privileges to access all LRAA locations assigned. (Non-movement unless otherwise designated).
• Must be proficient in Microsoft Office (including Word, Excel, and Power Point) as well as knowledge of Adobe, and a major ERP software program such as Microsoft Dynamics.
• Must demonstrate good writing and verbal communication skills and can follow verbal and/or written instructions. Ability to successfully manage and or adapt to multiple priorities and be able to meet deadlines.
• Must be very detail oriented and have strong organizational and time management skills.
• Responsible for performing all job duties with due regard to safety and security requirements.
• Must have excellent customer service skills and be able to establish and maintain effective working relationships with other employees, officials, and all members of the public.
• Demonstrated ability to adapt to change, accept increased responsibilities, and duties.

Education and Experience

• Associate’s Degree in Business Administration, Paralegal Studies, or closely related field.
• Two (2) years of experience in administrative, purchasing, contract management, or closely related field. May substitute five (5) years related experience for the Associates Degree.

Physical/Environmental Requirements:

Must be able to lift 30 pounds unassisted and navigate all LRAA facilities including both internal and external areas. Work is performed in an office and loading dock environment, with prolonged periods of sitting at a desk and working on a computer. This class specification should not be interpreted as all inclusive. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.