Procurement Specialist

We're Hiring a Procurement Specialist!

Join our growing Procurement and Contracts Department where initiative, collaboration, and efficiency are key. Our small team manages a high volume of activity - completing over 100 contracts, 800 purchase orders, and 15 formal solicitations last year alone. We're seeking an individual with strong analytical skills, sound judgment, and the ability to navigate complex, concurrent workloads with confidence.

Your Mission :

• Ensure accuracy, compliance, and precision across all public procurement actions.
• Strategize and innovate to solve problems to advance departmental goals.
• Communicate consistently and effectively with key personnel.

If you are efficient, highly collaborative, take initiative, and combine flexibility with a flawless eye for detail and great communication skills, we want you on our team!

Under the direction of Procurement & Contracts Manager, the Procurement Specialist works within the Procurement and Contracts Department and with other San Joaquin Regional Rail Commission (SJRRC) staff to ensure agency procurements and contracts are in accordance with established guidelines and SJRRC's adopted procurement manual. The Procurement Specialist is responsible for performing a variety of tasks required for public procurement of goods and services and proper disposal of assets. Tasks are sometimes confidential and / or complex in nature and must be performed in a manner that ensures the efficient and proper expenditure of public funds.

1. Conducts the administration of procurement activities, including the timely delivery of services related to contract administration, purchasing, requests for proposals (RFPs), invitation for bid (IFB) documents, and ensures cost estimates are followed.

2. Reviews and processes requisitions, issues purchase orders in compliance with pricing structure in contracts / agreements and in compliance with local, state, and federal statutes.

3. Responds to inquiries regarding bids, purchase orders, SJRRC procurement policies, state / federal purchasing requirements or other purchasing information to vendors, general public, and other SJRRC departments.

4. Partners with Project Managers to schedule RFP / IFB events, inform new contractors and vendors of process requirements, track current contracts, and determine the responsiveness of vendors.

5. Leads the contract administration duties during the solicitation and pre-award phases of a contract to ensure compliance.

6. Supports the development of goals, objectives, procedures, and work standards; evaluates, revises, and implements work methods; develops work programs.

7. Understands, interprets and ensures compliance with federal, state, local laws, ordinances, and regulations as well as various funding agencies requirements, including but not limited to solicitation packages.

8. Required to learn, follow, train and guide others in federal, state and local level procurement requirements, best practices, and guidelines, as applicable.

9. Adheres to all applicable SJRRC, rules and regulations, department policies, and standard operating procedures.

10. Supports the department with and / or performs the more difficult or unusually complex assignments.

11. Interacts with the public, consultants, and SJRRC internal department end-users to resolve complex issues with quotes, specifications, invoices and payments; ensures resolution of issues in a timely manner.

12. Provides information and technical assistance to SJRRC staff and other stakeholders.

13. Conducts training, educates, and works with staff on procurement software applications, ensures the procurement process is followed and all purchases are consistent with the agency's procurement manual.

14. Assists in audit-related procurement matters.

15. Assists in budget preparation.

16. Assists in compliance with Disadvantaged Business Enterprises (DBE) guidelines and other labor compliance-specific guidelines.

17. Maintains records and other documentation in relation to procurement activities.

18. Makes recommendations for changes and improvements to existing standards and procedures as necessary.

19. Prepares statistical and other data (written, graphic, verbal).

20. Attends and participates in committees / meetings; prepares materials as needed.

21. Attends procurement and contract-related workshops as required.

22. Performs all other duties as assigned or required.