PROCUREMENT SPECIALIST II - CENTRAL SERVICES

$52,533 - $52,533/Yr

Clayton County Board Of Commissioners - Jonesboro, GA

Full-time

Jonesboro, GA

Executive, Legislative, and Other General Government Support

About the position

The Procurement Specialist II position within the Central Services Department is designed to execute highly responsible administrative and contract work. This role requires a thorough understanding of department operations, procedures, and the overall organization of Clayton County. The position is characterized by a significant degree of independence and confidentiality, as well as the ability to interpret policies and conduct independent research when necessary. The Procurement Specialist II will be involved in various tasks that include developing bid specifications, preparing legal documents, and coordinating with various departments to ensure compliance with county ordinances. In this role, the specialist will consult with the Director, buyers, and representatives from requesting organizations to develop bid specifications. They will prepare invitation to bid forms, instructions, and legal documents, as well as create appropriate vendor lists for each bid package. The specialist will also be responsible for scheduling bid openings and pre-bid conferences, recording these events, and ensuring that all necessary documentation is filed appropriately. Additionally, they will handle the E-Bid system and maintain purchasing files, program records, and legal documents. The Procurement Specialist II will also play a key role in renewing annual contracts, determining their renewability, and notifying relevant departments and contractors about contract expirations and renewals. They will confer with the County's Legal Department and Risk Management Division on insurance and legal issues, process bids and related documents, and maintain organized files for all procurement activities. This position requires effective communication with various stakeholders, including supervisors, employees, contractors, vendors, and the public, to coordinate work activities and resolve any issues that may arise.

Responsibilities

• Consult with Director, buyer, and/or requesting organization representative to develop bid specification requirements.
• Prepare invitation to bid forms, instructions, and legal documents; develop appropriate vendor list for each bid package specifications.
• Schedule bid openings and pre-bid conferences; record such openings and conferences as appropriate.
• Prepare legal notices for publication in newspaper, monitor for compliance, and file as required by County ordinance.
• Prepare bid packages and distribute to vendors, news media, and other interested parties; handle E-Bid system.
• Maintain purchasing files, program records, legal documents, etc.; prepare or complete various forms, reports, correspondence, and/or other documents.
• Train clerical staff as needed.
• Coordinate renewal of annual contracts; determine renewability of contracts; forward renewal notices to using department and contractors.
• Maintain renewal files; prepare renewal documents; contact appropriate departments regarding contract expiration, renewals, agreements, re-bids, terminations, or awards.
• Notify vendors of re-bids and renewals by written correspondence and telephone contact; maintain and update contracts calendars.
• Confer with the County's Legal Department and Risk Management Division on insurance and legal issues; schedule pre-bid/pre-proposal openings in accordance with purchasing procedures.
• Process bids and related documents; accept sealed bids, contracts, correspondence, and related documents; maintain files for bids and distribute copies as necessary.
• Develop appropriate bidder list for each bid package; update bidder list with undeliverable mail or address changes.
• Respond to public requests for bid documents; mail documentation as appropriate.
• Maintain all files current and organized; maintain past historical files and blueprints for future requests or re-bid.

Requirements

• Bachelor's degree in Business Administration or a closely related field; supplemented by one (1) year of previous experience and/or training that includes contract experience in preparing Requests for Bid (RFB) and renewing annual contract documents preferred.
• High School diploma or GED; supplemented by two (2) years of previous experience and/or training that includes contract experience in preparing Requests for Bid (RFB) and renewing annual contract documents; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.
• Must be able to type 45 words per minute.
• Must possess and maintain a valid Georgia driver's license.