Current Job Openings >> Purchasing & Contracts Administrator
Purchasing & Contracts Administrator
Summary
Title:Purchasing & Contracts Administrator
ID:2018-AD-02
Salary Range:$72,439 - $90,549 DOE
Application Deadline:02/26/2018
Position Status:Full-Time
Requested Position Title:N/A
Department Name:N/A
Number of Vacancies:N/A
Description

Truckee Meadows Water Authority (TMWA) is a not-for-profit, community-owned water utility, overseen by elected officials and citizen appointees from Reno, Sparks and Washoe County. TMWA has a highly skilled workforce who ensure the around-the-clock treatment, delivery and availability of high-quality drinking water for more than 385,000 residents of the Truckee Meadows.

We are looking to hire a Purchasing & Contracts Administrator to join our Finance Team.

About the Position

The Purchasing & Contracts Administrator performs highly advanced program administration work in the area of company procurement procedures and contract compliance. This position is responsible for establishing Purchasing and Contract program guidelines, policies, procedures, while complying with rules and regulations; developing schedules, priorities and standards for purchasing department within the Truckee Meadows Water Authority.

 

The Administrator works closely with a variety of TMWA departments for the purchasing of supplies, materials, and equipment in accordance with appropriate laws, ordinances, budget constraints and professional services agreements.

EXAMPLE OF DUTIES

Essential Functions
Essential responsibilities and duties may include, but are not limited to, the following:

 

  1. Negotiates and oversees the selection of contractors and the preparation of bid packages. Coordinates with agency, departments and external organizations to provide technical assistance in resolving problems with contracts; plans, implements, coordinates, monitors, and evaluates programs.
  2. Directs and reviews the preparation of final contracts; obtains insurance certifications and related documents required from the contractor; and provides final approval of bid summary activities.
  3. Reviews purchase requisitions to determine the purchase or bid requirement based on the appropriate cost of items requested.
  4. Contracts potential vendors to obtain price quotations on items to be purchased; issues invitation to bid for major purchases as required by state law and/or TMWA ordinance.
  5. Prepares or directs preparation of bid specifications for items to be purchased by competitive bids; prepares bid specifications for proposed construction projects.
  6. Reviews price quotations and bids to determine the successful bidder based on cost and conformance with the specifications.
  7. Directs the disposal or reassignment of surplus equipment and supplies, including selecting an auctioneer, ensure the proposed price reflects a fair market price.
  8. Provides technical information and assistance to TMWA personnel regarding purchasing procedures, development of bid specifications, purchasing laws and ordinances, and approximate cost of items requested.
  9. Develops and presents recommendations for the purchase of large ticket items to the General Manager for approval. Determines the types of materials or services to be excluded from regular purchasing processes due to emergency situations, sole source conditions, or special exemptions based on the specific needs of city departments.
  10. Monitors purchase requisitions for purchases which result in the capitalization of a fixed asset; provides fixed asset information to the Senior Staff Accountant and CFO.
  11. Investigates and defines problem areas, conducts studies, and prepares reports recommending solutions or courses of action related to contract administration and/or projects.
  12. Draft or assist Grant Administrator with such correspondence as the following; letters requesting extensions and revision to contracts; letters requesting approvals of actions such as consultant, professional services contracts; and other correspondence as needed.
  13. Reviews insurance, bid bonds, performance, and payment bonds to ensure and verify financial viability and solvency of insures and sureties.
  14. Formulates standard contract terms and conditions.
  15. Serves as division representative in meetings with professional service firms on selection criteria and evaluation process. Interact with consultants, contractors, vendors and follows policies and procedures as outlined by TMWA.
  16. Maintain Certified Payrolls report files and conduct investigations as required.
  17. Works within the guidelines of the public works guidelines and keeps current with rules and regulations pertaining to the Nevada Revised Statutes 338.0 (NRS) guidelines in reference to public works.
  18. Provides follow-up and detail work to insure orderly and effective project implementation, including the development of forms and procedures; trains individuals associated with the project.
  19. Coordinates the review and inspection of contractual documents for the specifications for compliance with Federal, State, and TMWA requirements.
  20. Investigates and defines problem areas, conducts studies and prepares reports recommending solutions or courses of action to contract administration and/or projects.

 

MINIMUM REQUIREMENTS

Experience

  • Five (5) to Seven (7) years of utility experience and/or demonstrated progressive accounting and purchasing contract administrative management experience in a business environment.

 

Education/Training

  • A minimum of an Associate's Degree in Accounting or Business or equivalent is required.
  • Must have working-level knowledge of the English language, including reading, writing and speaking English

Other combinations of education/experience may be considered


Certifications/Licensure

  • A valid driver’s license and the ability to meet TMWA Department of Motor Vehicle report criteria

 

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

  • The principles and practices of purchasing and property control
  • Applicable federal, state, and local purchasing, sales tax and related laws and ordinances.
  • Markets, market prices, and availability of products.
  • Business contracts, considerable knowledge of the budget process.
  • Computer inventory systems
  • Construction practices, cost accounting, and scheduling
  • NRS & NAC regulations which pertain to public works and purchasing guidelines within the State of Nevada.
  • Comprehensive knowledge of insurance regulations (Professional Liability or Errors & Omissions Insurance, Liquidated Damages, etc.) which pertain to public works and purchasing guidelines within the State of Nevada.
  • Agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.
  • Types of supplies, materials and equipment commonly used by municipalities and standard specifications for public work construction

 

Skills in:

  • Administrative problem-solving techniques
  • Interpret and negotiate contracts and claims.
  • Evaluate and assess purchasing specifications to ensure quality, timely delivery, and effectiveness of products, ability to identify purchases which will result in the capitalization of a fixed asset.
  • Developing bid specifications for items to be purchased.
  • Accurately estimate the cost of items to be purchased.
  • Performing mathematical calculations rapidly and accurately
  • Applying appropriate policies and procedures to work responsibilities
  • Maintaining complex record keeping systems

 

Ability to:

  • Communicate effectively, both orally and in writing
  • Communicate ideas and instructions clearly and concisely
  • Coordinate with other staff, departments, officials, agencies, organizations, and the public.
  • Interpret and apply rules, regulations, policies, and procedures.
  • Make public presentations.
  • Review technical data and prepare technical reports.
  • Establish program goals and objectives.
  • Establish and maintain effective working relationships with those contacted in the course of work including City and other governmental officials, community groups, the general public and media representatives
  • Develop and evaluate administrative policies and procedures.
  • Provide a consistent work product that meets established deadlines.
  • Be punctual regarding work hours
  • Be mentally and physically alert during working hours

 

TMWA is an equal employment opportunity employer who develops and maintains a work environment that values the dignity of each individual, utilizes human resources to their fullest potential and ensures a high quality workforce which reflects the diversity of the community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

All decisions affecting any terms and conditions of employment, including recruitment, hiring, assignment, training, compensation, promotion, salary, disciplinary action and an employee's caregiving responsibilities, will be made without regard to race, color, national origin, gender, sexual orientation, religion, age, disability, political affiliation, marital status, membership in an employee association, or any other protected status or category.

 

 

This opening is closed and is no longer accepting applications