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NEOGOV · 13 hours ago

Contracts and Procurement Analyst

Clayton, NC

Full-time

Onsite

Mid, Senior Level

4+ years exp

The Town of Clayton is seeking a Contracts and Procurement Analyst for the Finance Department. This role involves managing contract administration and procurement activities, ensuring compliance with regulations, and supporting the strategic advancement of the Procurement Division.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Manages the most complex procurement functions in the contracting process for all Town departments

Provides expertise and consultation to other procurement staff and to management

Serves as Contract Administrator reviewing and routing all contracts, through coordination with town staff, in accordance with existing statutory and town guidelines; ensures contracts adhere to the local, State, and Federal guidelines; and ensures all contract documents are up to date when there are legislative and other changes

Verifies accuracy of signature, insurance and bond documents, and tracks status of contract execution

Manage all contracts, amendments, and change orders by reviewing submissions and approving contracts that meet standards in conjunction with collaborating with departments to adjust when needed. Creates, edits and closes purchase orders associated with contracts

Assist with Construction Procurement – meet with Departments, reviewing bids, attending Pre-Bid meetings, Bid Openings, review bids, send award notification to the Department

Lead the planning and execution of formal and solicitations (RFPs, RFQs) for professional services, services, and IT software and maintenance working with the IT Department in accordance with statutory and Town policies

Assist the Procurement, Contracts, & MWBE Manager with bids using Federal or State Funds

Coordinate with Department pre-bid/pre-proposal conferences and facilitate evaluation committee processes

Ensure fairness, transparency, and competition throughout all procurement processes

Collaborates with Town Departments to understand their procurement needs coordinating monthly meetings to understand their procurement needs

Maintain thorough and organized records of all procurement and contracting activities for audit and legal compliance

Assist with the development, testing, implementation and maintenance of the Town’s electronic contract routing system

Assists the Procurement, Contracts, & MWBE Manager with maintaining training materials, develops and conducts all purchasing and contract training for Town Staff

Recommend and implement process improvements to increase efficiency, consistency, and compliance within the procurement lifecycle

Support the integration of ERP system and other technology tools related to procurement and contract workflows

Represents the Procurement Division along with the Procurement, Contracts, and MWBE Manager in cross-departmental meetings and external engagements when needed

Serve as liaison with vendors, contractors, and consultants to clarify requirements and resolve procurement or performance issues

Assists the Procurement, Contracts, and MWBE Manager with training Procurement Staff and updating the Procurement Policy

Attends training and conducts independent research to stay informed on legislative issues pertaining to local government contracting; keeps staff updated on any statutory changes resulting from new legislation

Serve as the Procurement, Contracts, and MWBE Manager’s designee in their absence, providing oversight, guidance, and support for Town-wide procurement activities

Performs other duties as assigned at the discretion of the Procurement, Contracts, and MWBE Manager

Qualification

Contracts managementProcurement processesRFPRFQ solicitationsFinancial management systemsPublic purchasing methodsConstruction procurementIT procurementGrant awardsCustomer serviceData analysisInterpersonal skillsCritical thinkingOrganizational skills

Required

Bachelor's Degree and 4-6 years of progressively responsible contracts, construction, IT procurement experience and certification as a Certified Local Government Purchasing Officer (CLGPO) or a National Institute Governmental Purchasing Certification or ability to obtain certification in 2 years in conjunction with federal, state, or municipal government purchasing experience

Must have experience with financial management systems

Knowledge of public or municipal purchasing methods, principles, practices, operations, services, and activities including legal requirements governing Town purchases as defined in Town Policies, North Carolina General Statutes, and federal regulations

Knowledge of grant awards

Knowledge of volume buying and competitive bidding practices

Knowledge of modern office practices and procedures, including the use of various applications (i.e., Microsoft Word, Excel, and financial business software experience)

Knowledge of informal and formal source selection processes, including price competition

Knowledge of commodity contract management

Knowledge of business English and mathematics

Knowledge of materials, supplies, and equipment commonly used in public municipal services

Knowledge of sources of supply and characteristics of specific industries sufficient to identify potential suppliers, assure adequate competition, and evaluate bid responsiveness and responsibility of the bidders

Knowledge of price analysis using previous price history, commercial price lists, market prices, or other methodologies to assure reasonableness of prices

Knowledge of principles and practices of program administration and management

Knowledge of principles and applications of critical thinking and analysis

Knowledge of principles and methods of qualitative and quantitative research

Knowledge of best practices, trends, and emerging technologies

Knowledge of principles and practices of procurement and contract administration

Knowledge of modern budget practices

Knowledge of applicable federal, state, and local laws, codes, regulations

Ability to demonstrate a high level of oral and written communication and interpersonal skills in all interactions while performing duties or representing the Town

Ability to demonstrate a professional demeanor and an orientation towards customer service in all situations

Ability to establish and maintain business relationships in support of procurement and contracting function

Ability to research industry trends, solutions, and best practices

Ability to interpret and apply applicable laws, codes, regulations, and standards

Ability to provide excellent customer service

Ability to demonstrate a high level of computer skills with relevant software applications, including spreadsheets, databases, and other Office 365 applications

Ability to exercise good judgment, tact, and diplomacy

Ability to use automated purchasing systems

Ability to self-manage tasks and satisfy deadlines, including the prioritization of competing demands

Ability to administer and manage procurement processes in conjunction with monitoring program compliance

Ability to gather data, analyze findings, and apply logic and reason

Ability to monitor purchasing and/or contract schedules, status, and compliance

Ability to organize and maintain program/process documentation, schedules, records, and files