JOB SUMMARY

The Contracting & Purchasing Specialist I is responsible for the purchasing of goods and services, in support of SAWS through Request for Quotes (RFQ) and Competitive Bids (“low bids”). The position is responsible for solicitation development and review, award document preparation, award recommendations, and contract changes. The position reviews and recommends a variety of bid proposals for Board approval within budgetary limitations and scope of authority.

ESSENTIAL FUNCTIONS

• Creates, develops, researches and validates bid specifications.
• Performs market research and review of previous performance to include delivery.
• Prepares solicitation, document review, solicitation posting on third-party electronic bidding website, solicitation communications, and receiving of bids and proposals.
• Conducts bid openings, modifies, and verifies bid tabulations.
• Coordinates and facilitates technical review of bid responses.
• Prepares Board Items for Purchasing Consent Agenda.
• Provides assistance to internal and external customers.
• Prepares and processes the necessary documents required for proper execution of change orders.
• Applies and interprets contracting principles, practices, theories, laws, procedures, and terminology, including Texas State Statutes – Local Government Code Chapters 252, 271 and 791.
• Utilizes SAWS’ third-party electronic bidding website for posting and updating specified solicitations, award, and related information.
• Utilizes SAWS’ financial software to manage contracts and contract executions.
• Enforces compliance of contract terms to include coordinating and mediating SAWS/vendor relationships; resolves problems concerning obligations of the parties, explains contract terms; and ensures compliance with federal and state regulations and Board policies and procedures.
• Supports the Small Business Opportunities Program.
• Trains and advises SAWS employees on purchasing software and procedures.
• Performs other duties as assigned.

DECISION MAKING

MINIMUM REQUIREMENTS

JOB DIMENSIONS

• Knowledge and understanding of basic accounting.
• Proficient PC skills in Excel, Word, PowerPoint, Outlook, and automated purchasing systems.
• Ability to maintain regular contact with Directors, Managers, internal and external customers, vendors and manufacturing representatives to assist in the development of specifications, solicitations, contract requirements and legal compliance.
• Ability to maintain effective working relationships and public relations. Frequently contacts and collaborates with internal and external customers, vendors, and the general public.
• Ability to communicate effectively, both verbally and in writing.
• Ability to demonstrate understanding of analytical, organizational, listening and decision-making skills.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Subject to standing and sitting for long periods of time to perform job scope. Works primarily in an office environment with occasional field visits. Requires visual acuity, speech and hearing.