General Summary

Under general supervision, assist in the implementation of Lane Transit District's (LTD) centralized procurement system to purchase and expedite a variety of materials, supplies, equipment, and services for regular and non-routine use. Responsibilities include reviewing, analyzing, and conducting low to mid-level procurements.

Essential Duties & Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Develop Requests for Quotations (RFQ)s and informal procurement proposals for a variety of materials, supplies, services, and equipment in accordance with the District's standards, policies, and procedures.
• Coordinate all aspects of the acquisition and contracting activities for low to mid-level procurements, which may include performing cooperative research, quotations, etc.
• Assist in determining the most appropriate acquisition method by examining and evaluating unique elements while ensuring compliance with applicable federal and state regulations, as well as, LTD standards and policies.
• Reviews, examines, and processes requisitions, purchase orders, and other related documents, to ensure compliance with established purchasing procedures, and to confirm funding availability.
• Develop a network with a wide variety of vendors and develop and maintain sources of supply and services.
• Research and procure unusual or hard-to-find goods and services.
• Maintain complete files for procurements in compliance with local, state and federal audit regulations.
• Consult with departments to ascertain their needs, advise on new product developments, and record complaints on vendor compliance.
• Consult with vendors and their representatives in order to acquaint them with methods and procedures in order to obtain information on their products and services.
• Expedites purchase orders and assists in follow-up on contracts for materials, supplies, services, and equipment.
• Performs self-audits to assure compliance with federal and/or state rules and regulations.
• Maintain an organized system, ensuring documents, data, and records are accurate, updated, and accessible to appropriate users, while protecting confidential information as necessary.
• Maintain appropriate level of knowledge of all departmental and district-wide policies, procedures, projects, and programs.
• Conduct research to answer questions and interpret information for internal and external customers.

Supervisory Responsibilities

• This position has no direct supervisory responsibilities.

Fiscal Responsibility

• Incumbent follows procurement policies and procedures with regard to financial decisions, however, they do not have direct financial authority.

Minimum Qualifications

Required Education and Experience

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities required to perform the job. Education and course work can substitute for years of experience. Typical qualifications would be:

Experience:

• A minimum of two (2) years' work experience in procurement and/or governmental purchasing
• Proficiency with Microsoft Products: Outlook; Excel; Word; and PowerPoint (will be validated with testing)
• Enterprise Resource Planning (ERP) financial software experience

Preferred:

• Associate's or Bachelor's degree in related area such as supply management, accounting/finance, business administration, or public administration.
• Demonstrated knowledge of Federal Transit Administration (FTA) and/or State Procurement Statutes as well as other directives for governmental purchasing.
• Demonstrated knowledge of FTA Third-Party Contracting Rules, Federal Acquisition Requirements (FAR), and other directives for public contracting and governmental purchasing under federal law.
• Completion of at least two (2) of the four (4) of the National Transit Institute Procurement Series courses. The successful candidate who has not completed these courses prior to hire is required to complete the minimum courses.
• Experience with Microsoft 365 (M365)

Competencies for Successful Competencies for Successful Performance of Job Duties

Knowledge of:

• Clerical Duties
• Computer Literacy
• Business Principals
• Proofreading Standards
• General Procurement Principals

Ability to:

• Effectively Communicate both Written and Verbally
• Provide Excellent Customer Service
• Active Listening
• Critical Thinking
• Maintain Confidentiality
• Effectively Manage Own Time

Position Type and Expected Hours of Work

• May work in a normal office environment and/or remote office as approved. Will sometimes be required to work and/or attend meetings or events in public and at all LTD locations.
• Monday through Friday 8am until 5pm
• Occasional abnormal hours are expected and required for specific events and to reach all employees.

Travel

• Travel within the metropolitan area is required.
• Occasional travel outside of the region may be required.

Working Conditions & Physical Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Collaboration & Job Impact

• This position requires regular communication inside and/or outside the organization to exchange factual information that can involve explaining policies, procedures, services, and options.

EEO Statement

• LTD is an equal opportunity employer.