Coordinator of Procurement

GENERAL PURPOSE

Reporting to the Director of Procurement, the Coordinator, Procurement is responsible for managing complex procurement processes for large purchases of services and goods for Stafford County Public Schools (SCPS), ensuring that SCPS partners with high-quality vendors to meet our mission to support student growth.
The coordinator will provide professional and timely support to departments with procurement requests, including guidance on specifications and statements of work, management of the Invitation for Bid (IFB) and Request for Proposal (RFP) processes, and evaluation and selection processes. The Coordinator will also ensure that all work is done in accordance with the Virginia Procurement Act, other applicable law, and SCPS policies and procedures. The successful candidate will have the ability to work independently in the exercise of strong professional judgment and has a customer service mentality to support colleagues without procurement expertise conduct successful vendor searches.

MAIN JOB TASKS AND RESPONSIBILITIES

• Provides expert support to internal clients and vendors for assigned procurements
• Plans, coordinates, and leads the procurement process for assigned areas, including renewals and re-solicitations as required.
• Provides guidance to internal clients (SCPS staff in other departments), as well as to bidders and suppliers, regarding the SCPS procurement process.
• Assists departments with interpreting and applying procurement and purchasing policies and selecting the most appropriate procurement method for the identified need.
• Develops or assists internal clients to develop specifications, scopes of work, terms and conditions, and other requirements for proposals and contracts.
• Conducts pre-bid conferences to clarify terms, conditions, and specifications.
• Meets with bidders, suppliers, and SCPS staff to resolve challenges related to solicitations, awards, or contracts to ensure needs of all parties are met.
• Assists with mediation of disputes between SCPS departments and suppliers.
• Performs other related duties to procurements, including contract administration, supplier sourcing, and final award decisions as delegated by the Director of Procurement.
• Develops appropriate documentation for all assigned procurements
• Develops complex IFB and RFP documents (and addendums as needed) in compliance with relevant federal, state, and local laws and policies.
• Performs quantitative and qualitative analysis of solicitation results to inform award recommendations and to be available when needed for audits.
• Prepares for and conducts complex contract negotiations.
• Drafts formal contracts and facilitates the legal review and negotiation processes in coordination with the Division Counsel.
• Maintains complete and accurate documentation of all actions, including correspondence, bid tabulation, recommendations, and contract management.
• Contributes to improvement of SCPS procurement processes and outcomes
• Performs spending analysis to reduce procurement costs.
• Researches availability of existing contracts to satisfy internal client requests.
• Assists with training and guidance to procurement officers and school-based accounting assistants and specialists.
• Assists with studies to improve purchasing processes, including research of new techniques and options for automation of operations.
• Monitors contractor performance and recommends corrective action as needed.
• Monitors, analyzes, and incorporates any external market supply conditions.
• Processes and approves valid purchase orders in compliance with SCPS policies and procedures at direction of the Director of Procurement.
• Ensures all procurement processes comply with applicable laws, policies, and procedures (including but not limited to the Virginia Public Procurement Act, SCPS Board policies, and the SCPS Finance Manual).
• Support and demonstrate core values of SCPS
• Engage in ongoing professional development to build specialist knowledge.
• Respond promptly and thoroughly to written and oral requests for information.
• Maintain a clean, neat appearance, appropriate to position.
• Maintain a record of appropriate attendance and punctuality.
• Serve as a role model for students, colleagues, and the general public.
• Work in close harmony with colleagues, supervisors, and co-workers.
• Comply with all District and School policies and regulations, including but not limited to guidelines for confidentiality.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in a related field such as business or public administration required; master’s degree in a related field preferred. Work experience providing the required knowledge, skills, and abilities will be considered in place of these requirements.
• Six (6) years of relevant procurement experience required; experience in public procurement strongly preferred.
• Valid procurement-related certification (e.g., CPPB, CPPO, VCO) preferred.
• Valid driver’s license required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge o Principles and practices of procurement and relevant laws, commensurate with that requires for CPPB, CPPO, or VCO certification o Sources and suppliers in relevant fields, including construction, technology, publications, and other fields as assigned o Public sector operations, policies, and practices, particularly those of public school divisions
• Skills o Standard computer and business software (Microsoft Office and/or Google Suite), as well as data management and reporting
• Abilities o Work cooperatively in a team environment to meet goals o Demonstrate attention to detail o Organize and perform work independently o Conduct and document complex procurements and negotiate contracts o Meet deadlines for all work even when working on multiple projects o Show sustained effort and enthusiasm in quality and quantity of work

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is primarily indoors with controlled noise and temperatures, with some instances of work with exposure to weather and/or negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects .
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: moving the hands, wrists, or fingers repetitively; feeling, grasping, or holding objections by hand; identifying colors visually; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.

Job Type: Full-time

Pay: $60,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Stafford, VA 22554: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person