County of Alameda

DESCRIPTION

This series specification describes two Procurement & Contracts Specialist classes which under close supervision at the lower level and under general supervision of a Procurement & Contracts Supervisor at the higher level, perform a variety of purchasing duties; establish product standards and specifications within assigned categories and/or contracts, conduct formal and informal bidding processes, and perform related work as required.


DISTINGUISHING FEATURES

Procurement & Contracts Specialist I is the entry-level class where incumbents receive on the job training and may promote to a journey level Procurement & Contracts Specialist II after one year if level of proficiency is determined to be at the journey-level. Positions in the class of Procurement & Contracts Specialists I are assigned categories and/or contracts of limited scope where work is subject to review while in progress and upon completion. Positions in the class of Procurement & Contracts Specialist II are expected to work independently and are assigned categories and/or contracts of more complexity and have the responsibility for composing and issuing bids, preparing contracts and/or purchase orders, and award documentation irrespective of dollar amount expended. Procurement & Contracts Specialist I or II may direct the work of a Procurement & Contracts Assistant.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Prepares Requests for Interest, Requests for Proposal and Requests for Quotations and maintains contract documentation.
2. Edits product specifications submitted and writes new product specifications when required.
3. Conducts and facilitates bidders’ conferences in order to clarify product specifications and to promote networking.
4. Analyzes bids for conformance to specifications and suitability for required use; selects bid most economically fulfilling needs.
5. Prepares documentation recommending the award of contracts to senior General Services Agency management and/or to the Board of Supervisors.
6. Sets up County/supplier contractual conditions, revises and develops a wide variety of contracts, and performs contract administration duties; distributes procedures and contract updates, receives comments and input from client departments on items or services received and takes action to secure compliance by vendor with the terms and conditions of the purchase order.
7. Compiles lists of vendors according to the nature of product, taking into consideration capabilities, limitations, and facilities, past performance, and location of the vendor, and issues requests for bids.
8. Receives, reviews, and checks requisitions for accuracy; analyzes the request in terms of legal requirements, amount budgeted, needs of the department, market conditions, and products or services available; consults with the client department and recommends on the most suitable products or services.
9. Confers with suppliers or manufacturers in order to acquaint them with purchasing policies and procedures and to obtain information on required products and services; attends demonstrations and trade exhibitions; visits factories, plants, and vendors' facilities; reads trade publications and consumer reports; keeps abreast of market conditions, product developments, and relative merits of individual vendors; keeps abreast of emerging technologies and may have oversight of technology procurements.
10. Confers with County’s departments regarding needs and requirements, and with County Counsel and the Risk Manager regarding contract language and interpretation of specifications, bid documents and insurance requirements; confers with client departments regarding budget expenditures and the cost of a lease versus purchase.
11. Analyzes products, requisitions, past purchases and uses; determines whether commodities could be purchased more economically on a term contract basis.
12. Represents Purchasing Department on purchasing-related committees.
13. Attends staff meetings; prepares reports, recommendations, and correspondence.
14. May assist in the supervision, training and assignment of routine work of support staff.

MINIMUM QUALIFICATIONS

Either I

The equivalent of four years of full-time experience in the class of Procurement & Contracts Assistant in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of three years full-time professional purchasing experience which included developing and preparing contracts, specifications and cost analysis.

Or III

Possession of a Bachelor's degree from an accredited college or university.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Laws of contract and sales as applied to purchasing transactions.
• Characteristics of the materials, supplies, and equipment used by large public agencies.
• Marketing principles and practices as they relate to large scale purchasing.
• Business practices.
• Organizational management and familiarity with the different kinds of materials, and services purchased by the County.
• Principles and practices of purchasing for a public agency.
• Practices and methods of purchasing by specification and competitive bidding.
• Technology procurements related to Information Systems, Telecommunications and modern office environments.
• Cost analysis methods.
• Computer skills such as Microsoft Word, Access, Excel, Outlook, PowerPoint, SharePoint and Internet searches
• Purchasing best practices.
• Additional knowledge in PeopleSoft Financials and Uniform Commercial Code is desirable.

Ability to:

• Conduct complex value/cost analysis and negotiate purchasing contracts.
• Prepare and/or analyze complicated (e.g. highly technical or unusual) product specifications and complex, substantive contracts and requisitions.
• Analyze past purchasing practices, methods and procedures and recommends new procedures.
• Accept increasing responsibility and demonstrate ability to develop on the job.
• Gather, analyze data and present in narrative report or spreadsheet format.
• Reason logically, draw valid conclusions, and make appropriate recommendations.
• Participate effectively in conferences and individual interviews and speak effectively in public.
• Establish and maintain effective working relationships with others and gain their respect and confidence.
• Prepare accurate and concise product specifications.
• Communicate effectively both orally and in writing.
• Work effectively with vendors, client departments, and the general public.
• Direct support staff.

CLASS SPEC HISTORY

PB:kb 9/1977
Revised/Retyped: 9/83
TAT:pb Revised: 2/1/90
JO:lm Updated: 3/96
Updated: 2/4/00
Old doc: 0032h
New doc: 0172-0173.doc
co: updated 4/18/00
CSC Date: 2/28/1990
IB:pf Revised/Retitle 9/3/04
[old title: Buyer I/II]
CSC Date: 10/27/2004
SP:cs Revised 12/10/14
CSC Date: 1/7/15

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.