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    Purchasing/Contract Assistant - San Francisco, United States - Metropolitan Transportation Commission

    Metropolitan Transportation Commission
    Metropolitan Transportation Commission San Francisco, United States

    3 weeks ago

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    Description
    DEADLINE TO APPLY IS SUNDAY, JUNE 16, 2024 AT 11:59 PMIF YOU ARE INTERESTED, PLEASE APPLY IMMEDIATELYFirst round interviews tentatively scheduled for Thursday, June 27, 2024A resume and cover letter are not required with your application, but highly encouraged

    All the relevant skills, qualifications and experience that a successful applicant will need are listed in the following description.
    THIS IS A TIME-LIMITED POSITION THROUGH JANUARY 31, 2025
    Be ready to rethink your assumptions about the public sector. Dedicated and motivated colleagues? Beautiful, high amenity building for on-site work and collaboration? Flexible schedules and hybrid work options? Yes, yes, and yes
    The Metropolitan Transportation Commission (MTC) is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area. MTC provides services to the Association of Bay Area Governments (ABAG). For more information about MTC, visit

    The Purchasing/Contract Assistant will be responsible for independently performing a full range of more complex office and administrative support duties specific to the Agency's contract administration function.

    This position requires the ability to convey technical information clearly and concisely, organize and manage hard copy and electronic files, and coordinate with management and agency staff in the timely completion of contracts and purchasing activities. The ability to communicate and interact effectively with all levels of management, agency staff, and external governmental and business personnel, to prioritize work, and to use sound judgment is essential to this position. The incumbent for this position will receive general supervision from the Principal Contract Manager and other designated Purchasing and Contracts Staff.

    All MTC employees are designated Disaster Service Workers through state and local law (California Government Code Section Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

    The ideal candidate will have the following knowledge, skills, and abilities:

    Ability to:
    • In accordance with Agency policies and procedures, effectively conduct competitive bid development, analysis, execution, and monitoring;
    • Develop Sole Source documents, Solicitation of Quotation (SOQ), Solicitation of Proposal (SOP) and Invitation for Bid (IFB);
    • Translate user requirements into specifications and analyze requisitions and relate them to current and future Agency needs;
    • Make accurate mathematical calculations and prepare clear and concise budgetary reports;
    • Analyze bids for consistency with specification requirements;
    • Evaluate quality and price of products to judge suitability; work with staff to maintain accurate inventories;
    • Maintain accurate and current records;
    • Work independently, use initiative to make sound decisions within established policies and guidelines;
    • Operate on-line financial system;
    • Follow written and oral directions;
    • Implement, explain and apply applicable laws, codes and regulations;
    • Observe safety principles and work in a safe manner;
    • Communicate clearly and concisely, both orally and in writing;
    • Establish and maintain effective working relationships.
    Knowledge of:
    • Practices and principles of public agency purchasing including competitive bidding procedures and purchase card programs;
    • Applicable State and Federal regulations relating to public agency purchasing and contracting;
    • Materials management policies and procedures;
    • Methods and techniques of stocking including requisitioning, receiving, storing and distributing;
    • Methods and techniques for developing and evaluating specifications;
    • Standard price and purchasing reference sources for materials, supplies and equipment;
    • Methods and techniques for record keeping and filing systems;
    • Proper English, spelling and grammar;
    • Occupational hazards and standard safety practices;
    • Office practices, methods and equipment, including a computer and applicable software. Proficient in the use of Microsoft Word, Access and Excel. Must be willing and able to learn additional advanced software programs, as appropriate, to discharge the Purchasing Analyst responsibilities.
    An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

    Education: High School degree or GED, and minimum of 15 units of technical training such as a legal assistant or contract administration assistant.

    Experience: Two years of experience equivalent to that of an Administrative Assistant III in MTC, or four years of progressively responsible secretarial or office administrative experience, including one year of paralegal or contract assistant experience, preferably in the public sector or law office.

    PREFERRED QUALIFICATIONS
    Education: Completion of a High School degree or GED and completion of 30 units of college-level coursework in business or public administration, purchasing and procurement, or related field.

    Experience:Three years of increasingly responsible experience in purchasing a variety of materials, supplies, equipment, or services for a public agency.

    License/Certificate: Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.

    Specific tasks and assignments include, but are not limited to, the following:

    1. Prepare and expedite requisitions; order, receive, maintain and utilize ongoing listings of purchase orders; gather quotes from vendors and set up vendor demonstrations; research products, equipment and vendor options. Determines the reason for delivery or other problems, and follow up as required.
    2. Review and ensure that Purchase Orders are issued in accordance with Agency policy with the necessary additional terms and conditions, including but not limited to insurance and prevailing wage requirements.
    3. Prepare a variety of informal requests for proposal and specifications for both commonly-used and non-routine materials, equipment and supplies; confers with the requesting department to ensure that correct information is processed; directs the production and distribution of SOQ and SOP and reviews and analyzes bids obtained.
    4. Arrange, coordinate and receive delivery of purchased items; verify orders and return defective or warranty related materials to vendor.
    5. Maintain log of on-going and multi-year Purchase Orders and contracts; monitor and track expenditure of funds for purchasing activities. Alerts staff of changes in Purchase Order and contract status, and initiates amendments upon receipt of proper budgetary documentation.
    6. Provide lead point of contact, and coordinate purchase for all general office and breakroom supplies and related purchases.
    7. Reconcile credit card or purchase card accounts on a monthly basis.
    8. Review Agency purchases and charges and make cost effective changes as appropriate.
    9. Perform a variety of general office support functions, including typing, record keeping, proofreading, meeting support, and forms and report generation.
    10. Establish positive working relationships with those contacted during the course of work.
    11. As needed perform market research for a variety of supplies and services.
    12. Obtains comparative data regarding price, quality, quantity and availability of materials, supplies and equipment, and places orders as appropriate.
    13. Inputs information into an on-line computer system; reconciles Purchase Orders and credit card or purchase card statements against purchases, assist with contract and invoice processing, negotiating changes to terms and conditions as required; compiles statistical data and prepares periodic and special reports.
    PDN-9c1fe639-8ed7-4ad4-b38c-df22bc750259
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