The Procurement Administrator III reports to a Manager, Procurement and is responsible for planning, coordinating and executing the procurement of services and purchasing of goods for all three agencies (SamTrans, Caltrain, and Transportation Authority) of the District. The incumbent prepares and produces solicitation and contract documents and supervises Procurement Administrators in the production of these documents. This position is also responsible for providing functional support for delegated contract administration functions once contracts are awarded
Essential Functions & Duties:
Organize, plan and/or write formal solicitation/contract documents for procurements that are often complex and of high dollar value in accordance with District policy and procedures as well as applicable Federal Transportation Administration regulations and State laws. Demonstrate sound decision making and judgment in execution of duties
Make recommendations on policies and procedures as needed to ensure the success and compliance of all procurement-related activities.
Ensure records are maintained and procurements are documented from origination through completion.
Assist project managers in developing statements of work and evaluation criteria for requests for proposals.
Supervise or lead pre-bid/proposal conferences and public bid openings.
Supervise or perform cost/price analyses, proposal interviews and negotiation of contract terms.
Provide procurement and contract administration guidance and direction to agency staff (internal customers) and make recommendations to management for resolution of procurement/contract issues.
Prepare and present written and verbal communications to staff, management and the Boards.
Supervise Staff. Hire, mentor, and take appropriate corrective and/or disciplinary action. Ensure EEO policies and procedures are followed. Participate in selection of staff. Coordinate staff training and professional development. Establish performance objectives. Monitor and evaluate employee performance.
Examples of Duties:
Review and edit Board reports, solicitation and contract documents prepared by Contract Officers or others.
Frequent contact with the Director, Contracts and Procurement, Executive Officers, legal counsel and vendors to consult, negotiate or resolve procurement-related problems.
Supervise or perform various PeopleSoft system transactions in the initiation and administration phases of procurements.
Review and update monthly and annual procurement reports and forecasts.
Develop procurement-related procedures.
Lead or contribute to Procurement task forces and special projects
Evaluate job performance of staff which also includes the professional development of staff through the identification of on-the-job and other professional development opportunities.
Perform all job duties and responsibilities in a safe manner to protect one’s self, fellow employees and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
Perform other duties as assigned.
Minimum Qualifications:
Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:
Five (5) years of full-time progressively responsible professional experience in the purchasing or procurement of supplies, materials, equipment, services, or public works contracts, which includes at least one (1) year of professional experience in a public purchasing or procurement environment.
One (1) year of supervisory experience in a full-time role or on a project basis.
Preferred Qualifications:
One or more of the following Professional procurement certifications is desired: Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Purchasing Manager (CPM), or Certified Professional Supply Management (CPSM).
Able to communicate effectively verbally and in writing.
Extensive public procurement experience preferred.
Procurement experience with IT services, maintenance, public works contracts, or other professional services highly desired.
Supervisory or leadership course completion (verified by certificate).
The San Mateo County Transit District is the administrative body for the principal public transit and transportation programs in San Mateo County: SamTrans bus service, including Redi-Wheels paratransit service, Caltrain commuter rail and the San Mateo County Transportation Authority. Caltrain and the TA have contracted with the District to serve as their managing agency, under the direction of their appointed boards.
