Procurement contract assistant

Full job description

CLACKAMAS COUNTY CORE VALUES

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

· S ervice · P rofessionalism · I ntegrity · R espect · I ndividual accountability · T rust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We’re always looking to improve. That’s the Clackamas County SPIRIT . Clackamas County Core Values

Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

CLOSE DATE

This Job Posting closes at 11:59 p.m. (Pacific Time) on Wednesday, June 26, 2024 .

PAY AND BENEFITS

Annual Pay Range: $59,925.25 - $75,798.22

Hourly Pay Range: $28.810215 - $36.441450

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.

We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee’s date of hire.

Attractive benefits package and incentives for employees in regular status positions are detailed below.

Generous paid time off package, including:

• 12 hours of vacation accrued per month
  • Eligible newly hired employees will have the one-time option to frontload their first year of vacation! This means you have access to vacation leave at time of hire.
• 8 hours of sick accrued per month
• 10 paid holidays and 1 personal day per year

Other Benefits:

• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
  • Employer paid 6% PERS retirement contribution (The county currently pays the employee’s share of the retirement contribution.)
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)

This is a full time County position represented by the Employees' Association.

Employees' Association (EA) Full Time Benefits

Learn More About Benefits

JOB DETAILS AND QUALIFICATIONS

Clackamas County is seeking a detail-oriented and organized individual to play a crucial role in our Procurement Division as a Procurement & Contract Assistant.

In this role, you will use existing price agreements and solicit quotes to review and evaluate purchase requisitions to determine the appropriate method of procuring the goods or services. You will create requisitions, draft purchase orders, and change orders in compliance with policies and procedures. You will prepare solicitation documents for small and intermediate procurements, submit necessary contract documents for approval, and administer annual supply agreements. The Procurement & Contract Assistant's responsibilities include

• ordering routine supplies,
• maintaining inventory,
• tracking purchase orders and
• addressing complaints to ensure vendor compliance and product quality.

This role offers a great opportunity for career growth and learning. You will maintain detailed purchasing records, prepare various procurement-related documents, support accounts payable, and provide information and assistance on procurement processes. You may also manage the disposal of surplus property and general county-wide price agreements, maintaining all procurement and contract-related documents and updating relevant systems.

Our Procurement and Contract Services program provides policy training and the acquisition of goods and contracted services to county departments and agencies within established timelines and in compliance with public procurement requirements. Procurement's services include competitive bidding, contracting and related actions, purchase order processing for non-bid purchasing, and surplus property reclamation and disposal. The division also oversees the delivery of mail, goods, and services to all county departments.

Required Minimum Qualifications/ Transferrable Skills:*

• A minimum of two (2) years of relevant experience purchasing goods and services for a business or government entity
• Experience with inventory control, billing and collection procedures
• Experience gathering and analyzing data
• Experience interpreting and applying laws, rules, and regulations as it is related to work being performed
• Knowledge of the basic principles and practices of purchasing

Preferred Special Qualifications/ Transferrable Skills:*

• Experience in public sector/governmental purchasing and procurement
• Experience applying basic principles and practices of governmental purchasing
• Experience purchasing materials, supplies, equipment and services using standard purchasing and contract methods
• Experience with financial and accounting practices
• Proficiency in contract management software and Financial Management Information Systems (FMIS)
• Experience drafting contracts

Pre-Employment Requirements:

• Must pass a criminal history check which may include national or state fingerprint records check

• For Veterans qualified for Veteran’s Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

TYPICAL TASKS

Duties may include but are not limited to the following:

• Utilizes existing price agreements and/or solicits price quotes and product service information; reviews and evaluates purchase requisitions for acquisition method; creates requisitions, draft purchase orders and change orders following standard procurement/purchasing guidelines and procedures; ensures compliance with purchasing, budgetary, insurance, permitting and related policies and procedures.
• Prepares solicitation documents for small and intermediate procurements in compliance with local contract review board rules, County policies and procedures and state statutes; prepares and submits necessary contract documents to the Board of County Commissioners for action; coordinates, develops and administers annual supply agreements; authorize, issue and process field and on-line purchase orders.
• Orders supplies, materials, equipment and services of a routine nature; plans, orders, maintains, tracks, transfers and reorders inventory stock; determines appropriate levels; maintains inventory records; receives and checks in supplies. Tracks purchase orders to ensure products are delivered timely; investigates and evaluates complaints from departments on items received; takes corrective action to obtain compliance of vendor with specific contract issues and product quality; remains current with market conditions, product developments and relative merits of individual vendors.
• Maintains detailed purchasing records; prepares addenda, exemption documents, award letters, reports and correspondence; provides support to accounts payable staff on vendor payments; reconciles invoices to purchase orders.
• Provides information and technical assistance to departments on procurement processes and considerations; responds to questions and resolves problems; provides general support services to the division.
• May act as the facilitating role for the disposal of surplus property, management of general County-wide price agreements for items such as office supplies, furniture or leased equipment.
• Maintains all procurement and contract related documents in a uniform manner as established by the department and in accordance with document retention schedules. Inputs and updates contract management software/systems, financial systems and other related systems tracking contract administration and financial activities.

REQUIRED KNOWLEDGE AND SKILLS

Thorough Knowledge of: Basic principles and practices of governmental purchasing, inventory control, billing and collection procedures, and contract or agreement processes and methods; bid and contract preparation; characteristics and types of materials, supplies and equipment used by public agencies; sources of supply and price trends of a wide variety of commodities; contract laws governing purchasing procedures; warehousing methods and procedures including inventory record keeping and control; office procedures; computer equipment and related software.

Skill to: Organize and prioritize work load and assignments; learn and apply the methods of purchasing by specification and competitive bidding; gather and analyze data; interpret and apply laws, rules and regulations affecting County purchasing; establish and maintain effective working relationships with County employees, the public and vendors; perform multiple tasks simultaneously; resolve problems; communicate effectively, both orally and in writing; prepare reports; accurately operate computers; make arithmetic calculations quickly and accurately.

WORK SCHEDULE

This position is included in the County’s alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off). Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

This position is eligible for hybrid on-site/telework subject to the Clackamas County Teleworking Policy and based on the department’s business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

EXPLORE CLACKAMAS COUNTY

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.

• Explore Clackamas County
• Working for Clackamas County
• Recreation, Arts & Heritage

ABOUT THE DEPARTMENT

The Department of Finance centers its mission on the values of accountability, customer service and integrity. Our team serves the public and internal customers by providing timely and accurate fiscal information, evaluating financial alternatives and coordinating among departments to meet the county's public service goals. We also manage the acquisition of county goods and services, and we maintain sound, healthy and accessible county buildings and other facilities, protecting the county's investment in our public spaces.

The Finance Division provides accounts payable and accounts receivable, budget support, grants management, payroll services, and procurement and contract services to County departments and agencies. The Facilities Management Division provides accessible public buildings, maintains a healthful working environment in County facilities, and protect the County’s investment in buildings and property.

Learn more about Clackamas County Finance

APPLICATION PROCESS

Clackamas County only accepts online applications.

Help With Your Application:

• Application Process
• Help with the Application

If you have any questions or issues you may contact the Department of Human Resources at or e-mail us. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

• Request Veterans' Preference
• Learn more about the County's Veterans' Preference

VISA SPONSORSHIP

Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.

EQUAL EMPLOYMENT OPPORTUNIT Y

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

RECRUITING QUESTIONS?

James Callahan, Recruiter