I) Job Purpose
This position is responsible for the procurement of a wide variety of commodities, materials, supplies, equipment, and services for the Agency, many of which are highly technical and require the application of complex procurement standards and procedures, including negotiation.
II) Essential Functions
A) Ensure the prompt and effective delivery of essential goods and/or services to the Agency’s divisions with a minimum time lag by determining which method of procurement (e.g., request for quotation, request for proposal, single sole source, emergency, et cetera) is appropriate and complies with regulatory guidelines, Board policies, and accepted procurement principles, consulting with administrators and staff about their needs and desired purchases, assisting in locating and identifying items and services being sought, contacting vendors and developing sources of supply and/or services, using the appropriate method to prepare requests for quotations, requests for proposals, and purchase orders, employing advanced writing skills in preparing the more complex requests for proposals, evaluating responses to requests for quotations, requests for proposals, and purchase orders, performing advanced analytical work in evaluating responses to the more complex requests for proposals, and expediting the ordering and delivery process for goods or services.
B) Ensure the goods and services purchased on behalf of Agency divisions meet specified conditions and acceptable standards by preparing detailed bid specifications for technical items, contract requirements (scope of work) for the establishment of commodity and/or service contracts, requests for quotations, and/or requests for proposals for commodities and/or services requested by Agency division, investigating commodities substitutions made by vendors and suppliers, serving as a liaison between Agency division and vendors, resolving differences regarding the purchase of goods and/or services, and determining the acceptability of goods and/or services in coordination with the ordering division or department.
C) Ensures appropriate purchases are made by Agency departments by maintaining comprehensive descriptions of available products, their sources and current prices, reviewing and comparing price quotations from various vendors/suppliers, and advising the departments regarding the availability, prices, and sources of requested purchases, determining if commonly used commodities or group of commodities are suitable for an Agency-wide contract, and recommending the awarding of Agency-wide contracts when appropriate.
D) Coordinates goods and/or supplies purchased by the Agency by coordinating and expediting the delivery of goods and/or services, arranging for the return for credit of items which are not acceptable or which have been damaged in shipment, and identifying capital and surplus items for sale when appropriate.
E) Expands the range and improves the quality of procurement services to the Agency's departments thus improving customer satisfaction by providing input regarding the design and/or selection of automation systems and being proactive in seeking the use of information technologies to automate and expedite the procurement process.
F) Protects the interests of the Agency regarding purchases by serving as a representative for the Agency in discussions between vendors and Agency departments on procurement issues, shipping, receiving, invoicing, and all other areas of responsibility and by monitoring vendor activities for compliance with all contract terms and conditions.
G) Prepares detailed bid specifications, requests for quotations for commodities and/or services, requests for proposals for commodities and/or services, and purchase orders, as requested by Agency departments.
H) Employs advanced critical thinking and writing skills in the development and evaluation of the more complex requests for proposals for commodities and services.
I) Expedites the ordering and delivery process for commodities or services through the use of automated procurement systems.
J) Develops standards for new products or services and maintains comprehensive descriptions of available products and current prices.
K) Maintains contact with vendors.
L) Performance standards are performed as applicable with MHMR’s We CARE values “We Connect People in Our Community. We Provide Access to Services. We Link People to Resources. We Empower People.”
M) Perform other job duties or responsibilities as requested or assigned.
III) Knowledge of Laws, Regulations, Policies/Procedures, Skills, and Abilities
A) Knowledge necessary to understand operational, technical, or office processes such as recordkeeping, organization, file management, business letter/email writing, report preparation, calendar management, etc.
B) Knowledge in using proper judgment to accurately understand customer requests.
C) Problem solving, critical thinking, tact, diplomancy, confidentiality.
D) Skill in the use and operation of standard office-related software applications and the ability to learn other software applications quickly.
E) Knowledge of federal, state, and local laws regarding contract and purchasing.
F) Ability to multi-task with frequent changes in assigned tasks and re-prioritizing items usually under time-sensitive deadlines.
G) Ability to work effectively with constant distractions and interruptions.
H) Ability to establish and maintain effective working relationships with co-workers, general public and management.
I) Ability to schedule, prioritize and work independently and efficiently without constant supervision.
J) Ability to perform numerical analysis and perform research, as requested.
IV) Internal & External Customer Service
A) Contact with all levels of leadership from within the agency and external vendors using strong customer service skills.
A) Minimal travel between agency locations. Potential travel to procurement related trainings both local and out of town.
Five (5) years' experience
Experience in procurement, preferably public sector preparation of technical/complex solicitation documents for procurement of commodities and services
Business or Accounting field preferred
Valid driver’s license with an acceptable driving record.
Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (C.P.M.), Certified Public Purchasing Officer (CPPO) and/or Certified Professional Public Buyer (CPPB) preferred.
Required Supervisory Experience
Pre-employment tests including drug and TB Screening, Physical Exam including balance and lift test.
Our total rewards program offers benefits* to full time employees beginning 1st of the month following hire date including but not limited to:
• Comprehensive healthcare options (Medical, Dental, and Vision)
• Life insurance and additional supplemental accident and hospitalization plans
• 401a match and 457 deferred compensation plans
• Paid vacation and holidays; varied flexible work environment locations
• Annual tuition reimbursement program
• Student Loan Forgiveness
• Professional development programs and training
• And more…..
• Full time employees begin 1st of the month following hire date
• Market driven positions (full time or part time) begin immediately after hire date
• Select part time market driven positions are eligible for most insurance plans
• Substitute status jobs are not eligible for benefits
For more information, click here.
*MHMR of Tarrant County (“MHMR”) and its affiliates and subsidiaries have an internal recruiting department. MHMR may supplement that internal capability from time to time with assistance from temporary staffing agencies, placement services, and professional recruiters herein after referred to collectively as “Recruiters"). Recruiters are hereby specifically directed NOT to contact MHMR employees directly in an attempt to present candidates – MHMR recruiting team or other authorized MHMR personnel must present ALL candidates to hiring managers. For more information please visit our website www.mhmrtc.org