Procurement & Contract Assistant
Job ID: 107720
Location: Oregon City, Oregon
Full/Part Time: Full Time
Regular/Temporary:Regular
CLACKAMAS COUNTY CORE VALUES
Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:
• Service
• Professionalism
• Integrity
• Respect
• Individual accountability
• Trust
By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT. https://www.clackamas.us/countyadmin/spirit
Clackamas County is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so that everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.
CLOSE DATE
This position will remain open until filled. The first application review will be on Tuesday, December 3, 2024. We reserve the right to close this recruitment at any time on or after that date.
PAY AND BENEFITS
Annual Pay Range: $59,925.25 - $75,798.22
Hourly Pay Range: $28.810215 - $36.441450
Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.
Clackamas County proudly offers an attractive compensation and benefits package, including competitive wages, cost-of-living adjustments, merit increases (for eligible employees), and a robust sick and vacation plan for regular status employees.
We encourage and support employee health and wellness by offering, health and wellness classes and events, and alternative care benefits, so you can customize your wellness needs to fit your lifestyle. Employee benefits become effective the first of the month following an employee's date of hire.
Attractive benefits package and incentives for employees in regular status positions are detailed below.
Generous paid time off package, including:
• 12 hours of vacation accrued per month
• Eligible newly hired employees will have the one-time option to frontload their first year of vacation! This means you have access to vacation leave at time of hire.
• 8 hours of sick accrued per month
• 10 paid holidays and 1 personal day per year
Other Benefits:
• Membership in the Public Employees Retirement System (PERS)/Oregon Public Service Retirement Plan (OPSRP):
• Employer paid 6% PERS retirement contribution (The county currently pays the employee's share of the retirement contribution.)
• A Choice of Medical Plans that include chiropractic coverage, alternative care, vision, and prescription drug coverage
• A Choice of Dental Plans
• Robust EAP and wellness programs, including gym discounts and wellness education classes
• Longevity pay
• Other retirement Savings Options that allow for additional retirement funds savings, including an option to contribute a portion of employee earnings on a pre or post-tax basis to a 457b Deferred Compensation Plan
• A variety of additional optional benefits (see links below for additional information)
This is a full time County position represented by the Employees' Association.
https://dochub.clackamas.us/documents/drupal/1e311321-f9ff-4daa-8753-bbdfb4e8d1b4
http://www.clackamas.us/des/benefits.html
JOB DETAILS AND QUALIFICATIONS
Clackamas County is seeking a detail-oriented and organized individual to play a crucial role in our Procurement Division as a Procurement & Contract Assistant.
The Contract Assistant does routine and standardized purchasing, contracting or agreement work. This position purchases supplies, products and services using standard purchasing and contract methods per governmental rule. This Position works within the procurement division by assisting multiple county departments with creating contracts, purchase orders, and other agreements. Additionally, the position may also manage the disposal of surplus property and general county-wide price agreements, maintaining all procurement and contract-related documents and updating relevant systems.
This role offers a great opportunity for career growth and learning. The Procurement & Contract Assistant's responsibilities include:
• Reviewing department requests: Reviewing high volume requests for compliance with state and federal requirements.
• Preparing contracts and Purchase Order documents: draft contract, and process for execution. Preparing high volume number of purchase orders, and documentation for purchase.
• Liaising with county staff: communicate with department staff on documentation needs and overall problem solving.
• Liaising with legal staff: Working with legal staff and program officials on contracts for legal compliance issues.
• Maintaining records: Keeping records of purchasing/contract items and contract status
• Inputting and updating systems: Inputting and updating contract management software, financial systems, and other related systems
Relationships with Others
The Procurement and Contract Assistant has regular telephone, written, electronic and personal contact with vendors to place purchase orders, receive competitive quotations, and solve related problems. They have regular contact with agency employees to discuss purchasing or contracting needs and explain requirements, and with other members of the procurement and contract staff to share information and coordinate activities.
Supervision Received
The Procurement and Contract Assistant works under the close supervision of higher-level professional staff or supervisor who reviews work in progress to give direction on work methods and priorities. Work is frequently reviewed for accuracy and adherence to standards and guidelines. When questions arise, a higher-level staff person provides guidance. The Procurement and Contract Assistant follows standardized and readily available procedures to complete work assignments.
Required Minimum Qualifications/ Transferrable Skills:*
• A minimum of two (2) years of relevant experience purchasing goods and services for a business or government entity
• Experience with inventory control, billing and collection procedures
• Experience gathering and analyzing data
• Experience interpreting and applying laws, rules, and regulations as it is related to work being performed
• Knowledge of the basic principles and practices of purchasing
Preferred Special Qualifications/ Transferrable Skills:*
• Experience in public sector/governmental purchasing and procurement
• Experience applying basic principles and practices of governmental purchasing
• Experience purchasing materials, supplies, equipment and services using standard purchasing and contract methods
• Experience with financial and accounting practices
• Proficiency in contract management software and Financial Management Information Systems (FMIS)
• Experience drafting contracts
Pre-Employment Requirements:
• Must pass a criminal history check which may include national or state fingerprint records check
*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.
TYPICAL TASKS
Duties may include but are not limited to the following:
• Utilizes existing price agreements and/or solicits price quotes and product service information; reviews and evaluates purchase requisitions for acquisition method; creates requisitions, draft purchase orders and change orders following standard procurement/purchasing guidelines and procedures; ensures compliance with purchasing, budgetary, insurance, permitting and related policies and procedures.
• Prepares solicitation documents for small and intermediate procurements in compliance with local contract review board rules, County policies and procedures and state statutes; prepares and submits necessary contract documents to the Board of County Commissioners for action; coordinates, develops and administers annual supply agreements; authorize, issue and process field and on-line purchase orders.
• Orders supplies, materials, equipment and services of a routine nature; plans, orders, maintains, tracks, transfers and reorders inventory stock; determines appropriate levels; maintains inventory records; receives and checks in supplies. Tracks purchase orders to ensure products are delivered timely; investigates and evaluates complaints from departments on items received; takes corrective action to obtain compliance of vendor with specific contract issues and product quality; remains current with market conditions, product developments and relative merits of individual vendors.
• Maintains detailed purchasing records; prepares addenda, exemption documents, award letters, reports and correspondence; provides support to accounts payable staff on vendor payments; reconciles invoices to purchase orders.
• Provides information and technical assistance to departments on procurement processes and considerations; responds to questions and resolves problems; provides general support services to the division.
• May act as the facilitating role for the disposal of surplus property, management of general County-wide price agreements for items such as office supplies, furniture or leased equipment.
• Maintains all procurement and contract related documents in a uniform manner as established by the department and in accordance with document retention schedules. Inputs and updates contract management software/systems, financial systems and other related systems tracking contract administration and financial activities.
REQUIRED KNOWLEDGE AND SKILLS
Basic knowledge of:
• Purchasing, contract or agreement processes and methods typical to diverse organizations.
• Methods of arithmetic such as addition, subtraction, multiplication, division and calculating percentages.
• Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Administrative and clerical procedures and systems such as word processing and data storage systems, filing and records management systems, and typical office procedures and terminology..
Skill to:
• Listen to what other people are saying and ask questions to gather information.
• Use logic and analysis to identify the strengths and weaknesses of different approaches.
• Weigh the relative costs and benefits of a potential action.
• Find and identify essential information.
• Manage and prioritize one's time to efficiently complete tasks.
• Observe, receive and otherwise obtain information from all relevant sources.
• Evaluate information against a set of standards and verify that it is correct.
• Talk to others effectively to convey information.
• Enter, record, store and maintain information in written and electronic formats.
• Produce electronic reports of tabulated data.
• Process paperwork and do day-to-day administrative tasks.
• Develop constructive and cooperative working relationships with others.
• Communicate information and ideas in writing so others can understand.
• Add, subtract, multiply, divide or compute percentages quickly and accurately.
• Tell when something is wrong or is likely to go wrong.
• Identify facts by breaking down information or data into separate parts.
WORK SCHEDULE
This position is included in the County's alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off). Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.
This position is eligible for hybrid on-site/telework subject to the https://dochub.clackamas.us/documents/drupal/9065b5fb-2237-47ce-9534-e7c8c40fc2bc and based on the department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.
EXPLORE CLACKAMAS COUNTY
Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 420,000 residents.
• http://www.clackamas.us/
• http://www.clackamas.us/onboarding/
• https://www.mthoodterritory.com/
ABOUT THE DEPARTMENT
The Department of Finance centers its mission on the values of accountability, customer service and integrity. Our team serves the public and internal customers by providing timely and accurate fiscal information, evaluating financial alternatives and coordinating among departments to meet the county's public service goals. We also manage the acquisition of county goods and services, and we maintain sound, healthy and accessible county buildings and other facilities, protecting the county's investment in our public spaces.
The Finance Division provides accounts payable and accounts receivable, budget support, grants management, payroll services, and procurement and contract services to County departments and agencies. The Facilities Management Division provides accessible public buildings, maintains a healthful working environment in County facilities, and protect the County's investment in buildings and property.
http://www.clackamas.us/finance/
APPLICATION PROCESS
Clackamas County only accepts online applications.
Help With Your Application:
• https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f
• https://www.clackamas.us/jobs#helpwiththeapplication
If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).
HOW TO CLAIM VETERAN'S PREFERENCE
• https://www.clackamas.us/des/jobs.html
• https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb
VISA SPONSORSHIP
Clackamas County does not offer visa sponsorships. Once a job applicant has accepted a position, they will be required to complete an I-9 and confirm authorization to work in the United States prior to their first day.
EQUAL EMPLOYMENT OPPORTUNITY
Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.
RECRUITING QUESTIONS?
James Callahan, Recruiter
mailto:JCallahan@clackamas.us?subject=RECRUITMENT%20QUESTIONS
To apply, visit https://apptrkr.com/5821299
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