Job description
Position Summary
Prosper Portland, the city’s urban and economic development agency, offers a rare opportunity: to guide the city in its aspirations to becoming one of the most globally competitive, equitable, and healthy cities. As an integral part of the agency, the Procurement Services Coordinator will plan and lead procurement efforts for a wide range of projects including professional/technical services, construction, and information technology that supports and advances the work of the agency in creating equitable prosperity for all Portlanders.
A strong candidate will possess comprehensive knowledge and an advanced skill set in public contracting with a passion for advancing racial equity. This person will have strong integrity, the ability to work inclusively and collaboratively, an intuitive ease with negotiation, and the ability to innovate and maneuver in a dynamic environment where no two days are the same. Skill and experience with Oregon’s public contracting and administrative rules and/or experience with a variety of procurement projects will serve this person well.
Functions and Responsibilities
Summary
The Procurement Services Coordinator plans and leads procurement and contracting processes for a wide range of complex public contracts needed to support the projects, programs, and initiatives that work to build an equitable economy for all Portlanders. This position works to advance the agency’s commitment to an equitable and competitive procurement process for Prosper Portland’s contracts.
Functions and Responsibilities
- Leads the procurement processes for a wide range of grants and contracts including, but not limited to, construction services (public improvements), flexible (on-call) services, professional/technical services, and IT-related contracts.
- Collaborates with Prosper Portland staff and legal counsel to draft/develop solicitation documents and contracts.
- Advises staff on public procurement strategies and best practices.
- Assesses and determines the appropriate procurement method for a project or transaction. Supports staff by drafting/reviewing sole source and exemption requests.
- Supports staff with preparation and presentation of procurement and contracting matters to the Prosper Portland Board of Directors. Conducts public hearings when required for procurement processes.
- Proactively analyzes the potential procurement and contract risk to propose mitigation strategies and prepare agency response to questions and protests.
- Prepares and issues written addenda, moderates pre-bid and pre-proposal conferences, facilitates the bid/proposal evaluation process.
- Drafts, develops, and negotiates complex agreements for assigned procurements.
- Enters and tracks financial obligations in Prosper Portland’s enterprise resource planning system (ERP).
- Works in collaboration with Legal staff and the Business Operations Manager to resolve contract disputes.
- Serves as the primary point of contact for external parties on assigned solicitations.
- Develops professional relationships with contractors, suppliers, and businesses.
- Cultivates authentic relationships with businesses owned by people of color and other underrepresented businesses to deconstruct barriers that have precluded past participation in the procurement process.
- Conducts community outreach to share information and garner interest on upcoming contracting opportunities and encourage the participation of minority and women-owned business in Prosper Portland contracting activities.
- Collaborates with internal and external partners on new and existing business equity initiatives and negotiates increased used of certified firms with Prosper Portland contractors and consultants.
- Provides service and technical support to staff, contractors, vendors, and other external stakeholders related to contracting, procurement, and compliance.
- Designs and delivers training to Prosper Portland new and existing staff on procurement procedures, requirements, and related topics.
- Serves as a technical resource for the development and interpretation of Prosper Portland’s Local Contract Review Board Administrative Rules (“LCRB Rules”), general conditions for construction contracting, and related laws, rules, and procedures.
- Monitors for changes to procurement laws and policies and periodically reviews the LCRB rules to draft changes/updates for agency consideration.
- Makes recommendations and participates in policy, process, and program improvements; coordinates or assists with their implementation.
- Assists the agency with special projects, committees, and other relevant duties as assigned.
Additional Information
Scope
- Operates under minimal supervision. Establishes own approaches and procedures, operating under general guidelines, public contracting requirements, and within reasonable industry standards. Receives general instruction on new assignments. Some work is subject to final review.
- Makes decisions for many aspects of work that requires technical expertise, initiative, and good judgement. Makes recommendations for decisions related to agency policy or major legal, fiscal, political, or operational impacts that require oversight.
- Decisions and errors in work can have a significant legal, financial, political, or operational impact to the agency.
- Work involves a high level of complexity due to the technical and legal nature of procurement, the intense political and community interest in solicitations, tight timelines, the need to prioritize multiple solicitations with firm timelines, the interaction with external stakeholders, and the need to use discretion in those interactions.
- Position has no supervisory responsibilities; however, may oversee the work of consultants, vendors, temporary workers, and/or student staff.
Qualifications & Education
Competencies
Putting People First, Inclusion & Collaboration
- Interpersonal Skills: Ability to build constructive and trusting relationships. Exercises active listening, tact, patience, and discretion.
- Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help. Ability to train and provide guidance to others.
- Teamwork: Ability to work with others inclusively and collaboratively. Works to resolve conflicts and build consensus.
- Communication: Effectively communicates verbally and in writing, Ability to speak in public and utilize persuasion, facilitation, and negotiation skills. Ability to organize, simplify, and report data and articulate complex concepts and information into clear and succinct contract terms. Bilingual or multilingual a plus.
- Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions and decisions.
- Advancing Equity: A demonstrated commitment to advancing social and racial equity, and actively seeks out opportunities to do so. Ability to learn, understand, and apply the principles and practices of equity to work.
Excellence, Innovation & Learning
- Knowledge: Thorough knowledge of the rules, practices, and procedures of public procurement and contracting. Knowledge and skill of principles and practices of project management and administration. Working knowledge and use of Microsoft Office and other software applications (ERP). Familiarity with business practices such as accounting, budgeting, and records management. Basic understanding of public administration.
- Technical Abilities: Ability to plan and coordinate complex procurement and contracting activities. Ability to provide advanced technical support on procurement and contracting matters.
- Continuous Learning: Openness to new ideas. Ability to provide and receive constructive feedback. Ability to ask for help and learn from experiences.
- Problem Solving: Apply research, analytical, and problem-solving skills. Ability to identify, recommend, and address critical issues to solicitation, project, or contract. Exercises sound judgement in carrying out responsibilities. Ability to apply law, policy, and procedure to work.
- Adaptability: Flexibility to respond to shifting and competing work demands, multiple complex projects, and frequent interruptions. Perseveres in the face of obstacles.
- Planning and Organization: Ability to organize work, set priorities, and monitor work independently. Detail-oriented.
- Accountability: Takes initiative and responsibility for one’s actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.
Minimum Education, Training and/or Experience
Five years of combined experience with public contracting, construction project management, or equivalent experience. An associate’s, bachelor’s, or master’s degree will substitute for up to one year of experience.
Physical Requirements
Position requires ability to remain in a stationary position for extended periods of time along with the ability to frequently move throughout the office. Occasionally, this position must stoop, crouch, climb, or traverse on uneven terrain for construction- or property-related procurement activities. Position often uses a computer and other standard office equipment. Position must communicate and interact with internal and external stakeholders, often regarding complex issues.
Working Conditions
Normal working hours Monday through Friday [8 AM – 5 PM] in a combination of in-person and remote work. Additional hours may be needed to meet deadlines.??Attendance and participation at early morning, evening, and weekend meetings and events may be necessary; travel may be required to attend external engagements. Position is expected to engage in personal reflection around race, racism, and equity.
colinoncars.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, colinoncars.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, colinoncars.com is the ideal place to find your next job.