Washington State Paralegal Association

  • Home
  • News
  • Job Bank
  • Procurement and Contract Specialist- Bellingham Public School - Bellingham,WA

Procurement and Contract Specialist- Bellingham Public School - Bellingham,WA

04/27/2022 2:08 PM | Anonymous

BELLINGHAM PUBLIC SCHOOLS JOB DESCRIPTION

Procurement and Contract Specialist

JOB SUMMARY
The procurement and contract coordinator provides support to schools and district-wide programs, ensuring that purchases and contracts conform to district policies, grant requirements, and applicable state and federal laws, and district procedures. The position applies these requirements to determine proper processes and documentation for purchases; develops and maintains relationships to provide customer service to staff and vendors; manages solicitations including creating documents, negotiations, and contract requirements; performs research and evaluation activities to ensure best values; and promotes positive public relations for Bellingham Public Schools.

DUTIES AND RESPONSIBILITIES

  • Coordinate procurement and contract processes.
  • Interpret district policies and procedures, state and federal law for procurement of goods and services. Research and ensure procurement and contract processes are in compliance with policy, procedure, laws and regulations.
  • Respond to inquiries and collaborate with staff and administrators to identify and meet procurement needs. Strategize on appropriate procurement processes for the acquisition of services and products needed, potentally public works, and including but not limited to competitive bids, sole source acquisitions, piggybacking, quotes or through direct negotiations.
  • Inform administrators and staff regarding policies and procedures for contracts and procurements necessary for making decisions, taking appropriate action and/ or complying with established requirements. Including developing and updating guides, manuals and other documents, providing training and communicating purchasing policies and procedures and providing best practice recommendations.
  • Prepare a wide variety of data and review and analyze vendor spending and planned spending for compliance and identify and implement necessary adjustments for compliance with applicable policy and procurement regulations.
  • Manage contract soliciation and award process based on legal requirements including legal notices, board notices, vendor identification and distribution, meet with prospective vendors or hold pre-bid conferences; prepare bid tabulations and documentation, and contract award documents. Implement a variety of screening and checking processes to support administrators in evaluating procurement options.
  • Develop, maintain, negotiate, and administer contracts, agreements, amendments and adjustments. Manage and develop procurement document templates such as invitations for bid, requests for proposals or qualifications, purchase orders, purchase authorities based on procurement need. Prepare contracts for independent, professional services, lease agreements. Evaluate against IRS and legal requirements for differentiating between employees and contractors. Prepare annual tax and financial reporting, where necessary.
  • Engage in negotiation and preparation of complex contracts, interagency agreements, leases, letters of understanding to provide and obtain goods and services, release of information, and any interim arrangements that might be needed for the District. Work with lawyers and risk management, where appropriate. Verify compliance/ non compliance, appropriate form of contract, and/ contracted language.
  • Coordinate review of all contracts for compliance with laws and policies. Manage the contract database for all district contracts. Update supplier performance and bidding status as needed. Develop contract renewal timeline.
  • Assist in the implementation of procedures and systems to ensure that vendor, contract, and procurement files and records are maintained in an organized manner consistent with state document retention guidelines.
  • Serve as procurement audit liaison during local, state, and federal audits. Provide reports and compile documentation for grant submissions.
  • Support department and schools in maintaining and tracking inventory and keep ownership records and documentation for valuation (vehicle records, food services).
  • Manage p-card program and provide oversight of the purchase order system; ensure compliance with limits and requirements from policy and law.
  • Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, value analysis or cooperative purchasing. Research market sources and vendors to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
  • Ensure department external website, including posting of solicitations and interlocal agreements, and internal support website, including database of department forms, are kept updated.
  • Attend meetings, workshops, and seminars as assigned to convey and/ or gather information.
  • Perform other duties as assigned.

QUALIFICATIONS

Education and Experience

  • Previous experience in procurement and contracts and Washington State school district or paralegal preferable.
  • A Bachelor’s degree involving major study in business administration, public administration, business law, commerce, economics, mathematics, statistics, technical writing, engineering or closely allied field.
  • Experience in negotiating, administering, or terminating contracts, contract cost or price analysis, or contract compliance administration.

Knowledge, Skills, and Abilities

  • Ability to analyze and research procurement and contracts, collect data, problems solve, and identify, develop, and implement solutions.
  • Ability to organize and set priorities; ability to work independently with minimal supervision.
  • Ability to process information, exercise independent judgment, remain flexible, make decisions, and work effectively under pressure.
  • Ability to maintain confidentiality.
  • Ability to interact with vendors, customers, staff, students, families and community partners in a warm, confident manner; ability to establish and maintain effective working relationships with families, staff and the general public.
  • Ability to maintain regular job attendance and punctuality.
  • Advanced level of proficiency in use of technology, systems and applications including
  • Microsoft Office Suite and Adobe Software, and online applications and services.
  • Comply with Administrative Policies and Procedures.
  • Strong commitment to working in a team, collaborating and a customer service orientation.
  • Ability to adapt to a changing office environment, changing work priorities, and work with frequent interruptions while meeting deadlines and maintaining high quality work product.
  • Strong written and verbal communication and interpersonal skills.
  • Demonstrated commitment to valuing diversity and contributing to an inclusive work
  • environment that focuses on quality results while motivating, supporting, and encouraging
  • continuous improvement.
  • Such alternatives to the above qualifications as the Superintendent or designee may find appropriate and acceptable.

PHYSICAL DEMANDS

  • Some lifting, carrying, pushing and/or pulling.
  • 60% sitting, 30% walking, and 10% standing, including walking up and down staircases. 
To Apply: https://bellinghamschools.org/about/departments/human-resources/


Washington State Paralegal Association
19540 International Blvd., Ste. 105
SeaTac, WA 98188

206.653.7259

info@wspaonline.org 

Powered by Wild Apricot Membership Software