Procurement Assistant

The Position

The Legal and Compliance department is seeking a Procurement Assistant. This position supports procurement staff in duties relating to contracting, administrative, technical, and database management. This position works collaboratively with consultants, contractors, suppliers, and employees across Clean Water Services (CWS) gathering and processing information to support procurements, contracts, and related documentation.

Essential Functions

(The essential functions listed below are not intended to reflect all duties that may be assigned to this classification. CWS may augment duties and/or essential functions at its discretion. Additionally, some incumbents may not perform all Essential Functions.)

- Assists with contracting and procurement processes following guidelines and purchasing rules, including obtaining supplier quotations and reviewing and posting results; assists staff with preparing for bid openings and contract awards by gathering, finalizing, and organizing documents; coordinates and schedules meetings and obtains needed documents for proposal reviews.

- Assists with preparing draft contracts using approved templates, verifying receipt of proper documentation to process contracts, and routing and obtaining signatures.

- Monitors expiration date reports and coordinates renewals and extensions, including preparing amendments using standard templates, routing them for review, and obtaining signatures.

- Enters purchase requisitions and routes for approvals, processes payment invoices and construction payment applications from contractors, consultants, and suppliers, and assists with reconciling purchasing card expenses.

- Obtains vendor paperwork, coordinates review of insurance certificates, and maintains the electronic database and files used to track insurance coverage.

- Assists with locating and evaluating sources of supplies and services, comparing cost, quality, and availability in compliance with purchasing rules and guidelines. Identifies and recommends products available through existing cooperative procurement contracts.

- Coordinates with contractors, suppliers, consultants, and internal staff on contracting and procurement processes.

- Maintains a positive, equitable, and inclusive workplace culture to improve the understanding and recognition of diversity and foster multidisciplinary and integrated team approaches.

- Drives a CWS or personal vehicle for work-related purposes.

Qualifications

KNOWLEDGE OF:

- Purchasing, public procurement, contract, or agreement drafting and processing methods

- General equipment ordering and operational principles

- Standard office procedures, organization principles and methods

- Basic principles of program research, including data collection

- Payment processing and reconciliation

- Techniques of editing and proofreading

- Methods and procedures of budgeting and fiscal monitoring

- Purchasing and contract negotiation practices and techniques

SKILL IN:

- Record keeping

- Use of computers and computer software, including word processing, spreadsheets, and databases

- Management of paper and electronic documents

- Document preparation

- Contract writing and coordination

- Collecting data and conducting product research

ABILITY TO:

- Monitor budget revenues and expenditures

- Understand and follow oral and written policies, procedures, and directions

- Identify problems, analyze issues, and present alternative solutions

- Maintain confidential and sensitive information

- Establish and maintain effective working relationships with those contacted in the course of work, including a variety of CWS staff and other government officials, community groups, and the general public

- Operate effectively in a team environment

Communicate effectively, both orally and in writing

EXPERIENCE AND TRAINING GUIDELINES:

The following are the minimum qualifications for this position:

2 years of advanced administrative support or business program support;

Public procurement experience is preferred;

Specialized training in office management, office software, business writing, data management and filing, records management, or a related field.

CERTIFICATION AND LICENSURE REQUIREMENTS

Upon selection, candidate must possess and maintain a valid State issued driver's license

Additional Information

Reasonable Accommodation:

Applicants who require reasonable accommodation in order to participate in any phase of the application process should contact Human Resources at 503.681.3600 or TDD 503.681.3601.

Equal Employment Opportunity:

Clean Water Services is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, gender, national origin, marital status, age, uniformed service, sexual orientation or disability in the admission or access to the recruitment process or any aspect of employment.

Clean Water Services offers eligible employees the opportunity to choose benefits and plans that meet both individual and family needs. In addition to a competitive salary, Clean Water Services offers employees a comprehensive benefit packet that includes health coverage, health reimbursement account, life and accidental death insurance, flexible spending account, Oregon Public Employees Retirement Plan (PERS/OPSRP), deferred compensation, paid vacation, holidays and sick leave, tuition reimbursement, goal sharing bonus, and more. Further information for full-time regular non-represented employees can be found here (Download PDF reader).

Depending on hours worked and duration of the position, temporary employees may qualify for an offer of medical benefits, deferred compensation, and employee discounts. Temporary employees are eligible for sick leave at the rate of .0334 per hour worked upon beginning employment and may carry over up to 40 hours into the next calendar year.