Position Title:
Procurement Document Specialist
Salary Range:
$26.40 - $34.32
Job Description Summary:
This position facilitates critical, time-sensitive elements of the overall procurement process. This position is responsible for effective documentation and data control for the Procurement Department. This position ensures accuracy and timeliness of contract award documentation, and assembly and quality control of the solicitation and contract documentation linked to contract landing pages.
Job Description:
Primary Duties and Responsibilities
1. Responsible for the timely and accurate development, assembly, and organization of the following critical and time-sensitive cooperative purchasing documentation within the Procurement Department:
Each awarded vendor’s contract, and the attached vendor materials;
The solicitation and contract documentation content for each awarded vendor’s landing page upon contract award and throughout the term; and,
Product and Price Change amendments to the vendors’ contracts for the contract term;
2. Responsible for filing Procurement Department documentation to ensure ease of identification, location, and retrieval from file management, SharePoint and Salesforce applications, and to maintain compliance with applicable public data and record retention requirements.
3. Ensures the completeness and accuracy of documentation and data in SharePoint and published to vendor contract landing pages for the contract term, including but not limited to:
Determines and assembles documentation such as the RFP, Contract, Proof of Publication, Board Resolutions, Proposal Opening Record form, Proposal Evaluation From, and Comment & Review form.
Monitors website for accuracy of vendor information, links, text, and content on a regular basis about contract documentation and new vendor page setup and maintenance.
Responsible for updating all contract documentation, such as Amendments, Extensions, and Pricing and Product changes.
Coordinates with Supplier Development department on creation and implementation of vendor landing pages.
4. Maintains the record of vendor insurance expiration dates, and acts as the liaison with the Supplier Development Department and Legal Department representatives to ensure that documentation of vendor insurance remains current and contract compliant;
5. Responsible for compilation, circulation, and receipt of contract documentation, including the contract and all amendments, and communicates with the Supplier Development Department and vendors to ensure the timely execution of such documentation;
6. Responsible for the accurate and complete development and delivery of contract award and non-award notifications to all proposers through the Sourcewell Procurement Portal;
7. Acts as the final quality assurance review for vendor product and price change contract amendments, including verification of the accuracy and completeness of all documentation, updates to contract pricing and supporting documentation in necessary databases, and effectively archiving superseded pricing and related documentation for contract audit and compliance processes.
8. Tracks and compiles Sourcewell Board resolutions in support of contract awards in collaboration with the Administration Department.
9. Receives frequent inquiries from Sourcewell staff, participating entities, and vendors, and provides prompt responses with accurate and complete information, documentation, or data, as applicable, or alternatively provides the appropriate referral to other members of the Procurement Department or broader Sourcewell team.
Secondary Duties and Responsibilities
1. Assists Procurement Department in preparing job aids such as checklists and templates.
2. Assists Procurement Department with preparation and completion of necessary process documentation.
3. Assists with task completion for procurement related accreditations, certifications, and award application processes as directed by the Procurement Manager or Procurement Lead Analyst.
4. Assists with the effective implementation of public procurement best practices throughout Sourcewell
5. Provides input to the Procurement Manager or Procurement Lead Analyst regarding potential continuous improvement opportunities for the Procurement Department
6. Assists with the internal processes of the department under the direction of the Procurement Manager or Lead Procurement Analyst, including:
Ensuring the accuracy and validity of documents and records; and,
Utilizing systems-based processes to ensure contract compliance at all levels
7. Attend industry conferences and training to remain current in public procurement best practices and identify continuous improvement opportunities within assigned job duties and responsibilities.
8. Embrace the effective utilization of the Sourcewell Procurement Portal and related eProcurement tools and resources.
9. Other duties as assigned may include but are not limited to:
Additional Job Description:
Required Qualifications
Associate’s Degree, OR An equivalent combination of post-secondary education and training, and demonstrated professional experience in related field AND
Experience with document and data management systems
Experience with Customer Relations Management (CRM) systems
Experience with Content Management Systems (CMS) for website page maintenance
Preferred Qualifications
Bachelor’s degree
Experience in public procurement.
Any of the following procurement related certifications: CPCM (Certified Professional Contracts Manager), CPSM (Certified Professional in Supply Management), CPPB (Certified Professional Public Buyer) CPP (Certified Purchasing Professional)
Position open until filled.
Salary Range:
Grade 5, non-exempt, hourly, $27.19 - $35.35, commensurate with experience.
First review of applications will take place on July 11th. Please submit your applications prior to this date if you wish to be considered.
Location:
This is a remote position, and is subject to Sourcewell's telecommuting policies and procedures.
On occasion may be expected to attend meetings or trainings at Sourcewell's headquarters in Staples, MN, advance notice would be given to team member.
*Sourcewell is currently accepting applications from all states, except the following: California, Colorado, Connecticut, Illinois, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Oregon, Rhode Island, Vermont, and Washington. Applicants living in or planning to relocate to a state not on this list are encouraged to apply. *
Sourcewell exists to empower community success. We stand with our partners in government and education striving to recognize and honor the differences in each of our community members. We are committed to removing barriers to equity.
Values
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Seek. Be curious.
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Empower. Be accountable and liberate others.
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Impact. Be a difference maker
Full Time/Part Time:
Full time
Position Type:
Regular
Scheduled Hours:
40#LI-Remote