Procurement Support Spec - Louisville, United States - Louisville Regional Airport Authority

Louisville Regional Airport Authority Louisville, United States

3 weeks ago

Description

GENERAL FUNCTION:

Under the administrative direction of the Director of Purchasing and Procurement, the Procurement Specialist assists as a key member within the centralized purchasing and procurement system of the Airport Authority and acts as an agent of the Authority in the procurement and purchase of materials, supplies and services for the safe and continuous operation of the Louisville Regional Airport Authority (LRAA), which owns and operates the Louisville Muhammad Ali International Airport (SDF), Bowman Field (LOU), the Louisville Renaissance Zone Corporation (LRZC) and the Renaissance South Business Park Owner's Association. Performs administrative and professional work in preparing and managing the strategic short and long term sourcing of goods, services, and construction through coordination with Authority staff on the relevant needs, assistance in development of project scope, development of appropriate solicitation documents, preparing purchase orders, purchase agreements, amendments, change orders and monitoring spending limits.Responsible for providing assistance and support of state and federal grant applications as it relates to procurement projects supported by grant awards.

Major Duties and Responsibilities

Complies with applicable local, state and federal law and ensures that best practices are utilized throughout to insure a legally defensible and fair procurement process.
Responsible for purchasing small dollar goods and services (MRO) within the established spending authority, such as raw materials, equipment, tools, parts, and supplies.
Recommends best method of procurement, such as direct purchase, credit card, or bid.
Works with staff to develop scopes of work, specifications and parameters for specific, but wide-ranging procurement needs and prepares and reviews specifications, requests for proposals, requests for qualifications, purchase requisitions and contracts and manages the procurement process for goods, services, maintenance and construction from start to finish.
Prepares addenda and assists and/or conducts pre-bid meetings, bid openings, review of bids/proposals, and preparation of recommendation documents to the Authority's Board of Directors.
Seeks ways to reduce overall costs and increase the quality or service through strategic sourcing or by negotiating with new potential suppliers.
Ensures the public advertisement process for all request for qualifications/proposals/bids and specifications is followed and complies with applicable local, state and federal law and ensures that best practices are utilized throughout to insure a legally defensible and fair procurement process.
Reviews all qualifications/proposals/bids received for bid compliance and compliance with insurance, bonding, and contract requirements prior to recommending the LRAA Board award the contract as required by policy and procedure.
Seeks ways to reduce over-all cost and increase the quality or service level through strategic sourcing or by negotiating with new potential suppliers.
Prepares contracts and coordinate the execution by the company, the LRAA's legal counsel and Executive Director, ensuring that any irregularities or concerns are brought to the LRAA's counsel's attention prior to execution.
Responsible for electronic distribution of bid and addendum documents via all LRAA web-sites.
Works within existing Financial Systems to process and documents but not limited to: Purchase Orders, Requisitions, Agreements, Transmittals, Invoice processing, Update Vendor Database, Cycle Counts, Inventory adjustments, Year End Processes.
Communicates with suppliers to obtain product or service information such as price, availability, delivery schedule and determines the best products for purchase by testing, observing or examining items for best over-all value.
Expedites the delivery of goods to users. Works with contractors, vendors and/or legal counsel to assist in the contract process.
Receive delivered items for distribution to Authority staff and inventory.
Order, Track and Maintain appropriate Inventory levels for high use items by the Authority including monthly cycle counts for both CSS and IBT stocked products.
Receive delivered items for distribution to Authority staff and inventory.
Updates Vendor files for required communications and correspondence. Assist in invoicing investigation processing as necessary.
Process and track vendor pay requests as necessary.
Initiates the assembly, reproduction and distribution of project plans and specifications.
Tracks contractor's pay requests and change orders and ensures contract compliance of such.
Supports the Federal grant program and other programs as necessary and provides applicable information to the Capital Program Manager to ensure they have adequate data to track grant budgets for closeouts and any reporting requirements.
Tracks and monitors contractor's certified payroll submittals.
In coordination with the Authority's Disadvantaged Business Enterprise (DBE) Liaison Officer and the Capital Program Manager, ensures the DBE requirements for federally funded contracts are managed by the LRAA and ensures compliance by the contractors, to include site visits to ensure their participation in accordance with the approved contract.
Communicates daily with various Authority staff for exchange of financial, operational, and maintenance information.
Frequent contact with suppliers and the general public. Close coordination with legal counsel during the development of bid documents and other contractual matters.
Perform general support and administrative duties as needed.

Employment Qualifications

Must possess a valid driver's license.
Certification from a professional purchasing, contract or closely related field is desirable.
Must maintain driving privileges to access all Authority locations assigned. (Non-movement unless otherwise designated).
Must be proficient in Microsoft Office (including Word, Excel and Power Point) as well as knowledge of, Adobe, and a major ERP software program such as Microsoft Dynamics.
Must demonstrate good writing and verbal communications skills and have the ability to follow verbal and or written instructions. Ability to successfully manage and or adapt to multiple priorities and be able to meet deadlines.
Must be very detail oriented, have strong organizational and time management skills.
Responsible for performing all job duties with due regard to safety and security requirements.
Must have excellent customer service skills and be able to establish and maintain effective working relationships with other employees, officials, and all members of the general public.

Education and Experience

An Associate's Degree in Business Administration, Paralegal Studies, or closely related field.
Three (3) years of increasingly responsible experience in administrative, purchasing, contract management, legal or closely related field. May substitute an additional five (5) years demonstrated experience in contract management and/or as a buyer for the Associates Degree.

Physical/Environmental Requirements

Must be able to lift 30 pounds unassisted and navigate all Authority facilities including both internal and external areas. Work is performed in an office environment, with prolonged periods of sitting at a desk and working on a computer. This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

We are an Equal Opportunity Employer

Applicants for all positions are considered without regard to race, color, sex, religion, national origin, age, marital status, veteran status, disability or any other legally protected status.

Thank you for your interest in employment opportunities with the Louisville Regional Airport Authority.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)

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