- Hourly / - BiWeekly /
- Monthly / $29,131.00-$45,345.00 Yearly
An Agency Procurement Associate I is the intermediate level of work in procurement contract preparation, processing and development. Employees assist procurement officers in their assigned contract preparation, contract negotiation, and contract management from the initial stages until the contract has been awarded and executed. Employees in this classification do not supervise.
Employees in this classification receive moderate supervision from an Agency Procurement Specialist Supervisor or other designated administrator.
Positions in this classification are evaluated using the Classification Job Evaluation Methodology. The use of this method involves comparing assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work Sections of a class specification.
The Agency Procurement Associate Trainee, Agency Procurement Associate I and Agency Procurement Associate II are differentiated on the basis of degree of supervisory control exercised by the supervisor over these employees. The Agency Procurement Associate Trainee learns to perform duties under close supervision, the Agency Procurement Associate I performs duties under close supervision at times and under general supervision at other times depending on the complexity of the specific duty being performed, and the Agency Procurement Associate II performs the full range of duties under general supervision.
Assembles Requests for Information (RFI), Requests for Quotation (RFQ), Invitations for Bids (IFB), and Requests for Proposals (RFP) for the Agency Procurement Specialist’s review;
Gathers product and price data for procurement negotiations and completes contract documents using information from source materials as requested;
Prepares non-technical contract specifications, renewals, amendments, and addenda and assists in reviewing and editing specifications to ensure terms and conditions are clear and consistent as requested;
Prepares and assembles bid and contract packages in accordance with established format, procedures and procurement laws and coordinates the printing and distribution of contract documents;
Develops, prepares and maintains automated and manual record keeping systems for vendors, procurement records, contract correspondence and associated reports;
Creates bidder lists from the database and updates vendor profiles;
Prepares correspondence or completes form letters notifying potential bidders of changes in projects and documents and contractors of bid awards;
Applies procurement laws and agency procurement policies and procedures relative to the administrative duties associated with contract preparation and administration;
Assists in determining advertising requirements for procurement solicitation and contract awards;
Updates notices on bid board and bid hot line and answers inquiries from contractors, vendors, suppliers and other interested parties regarding projects, contract documents and schedules and basic procurement procedures;
Prepares procurement transmittal documents and documents for submission to Board of Public Works (BPW) for contract approval;
Uses Advanced Purchasing and Inventory System (ADPICS) portion of Financial Management Information System (FMIS) to facilitate the procurement process;
May verify contractor Certificates of Insurance, Bonds, and references for compliance with contract requirements;
May verify Minority Business Enterprise (MBE) submittal participation with agency MBE liaison and/or Agency Procurement Specialist;
May attend pre-proposal conferences and public bid openings with Agency Procurement Specialist;
Performs other related duties.
Knowledge of business office methods, practices and procedures;
Knowledge of elementary math, such as adding and subtracting costs and figuring percentages;
Ability to use the ADPICS portion of FMIS;
Ability to comprehend and follow detailed directions and procedures;
Ability to prepare reports and communications;
Ability to comprehend clauses of procurement contracts;
Ability to establish and meet timetables and deadlines to ensure the availability of all necessary contract documents;
Ability to communicate effectively with professional, technical, and clerical personnel inside and outside the agency.
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: One year of experience performing work involving the preparation, assembly, and processing of procurement related documents necessary in developing procurement contracts.
1. Candidates may substitute education at an accredited college or university for the required experience at a rate of thirty credit hours for a year of experience.
2. Candidates may substitute U.S. Armed Forces military service experience in Contracting and Industrial Management classifications or specialty codes in the Procurement field of work at a rate of one year of military experience for the required experience.