HCSS Acquisition Specialist - Procurement

JOB SUMMARY:

To provide professional advisory, and technical skills necessary to acquire supplies, equipment, and services required by the institution in compliance with all applicable laws, rules, regulation, policies and procedures. Primarily responsible for performing various tasks related to the Procurement Cycle from procurement planning through order fulfillment for routine procurements that require formal solicitation (ITB/RFP) and selection processes. This Job Title is exclusive to the Purchasing Department.

• This position operates in a hybrid capacity and will require onsite presence in Webster, TX, as business needs dictate.

Job Functions:

• Assists Customers in procurement planning and project coordination by providing budgetary/cost analysis, sourcing, technical & commercial recommendations, defining project scope and requirements, scheduling and risk/benefit analysis information.
• Actively engages in supplier sourcing and development activities including outreach to Historically Underutilized Businesses.
• Prepares general bid/proposal documents including the development of appropriate specifications/requirements, evaluation & selection criteria and process, commercial and legal terms, and bidders list.
• Coordinates and leads the bid/proposal evaluation process and prepares award recommendation for basic contracts.
• Coordinates and assists in leading the purchase and contract negotiations developing appropriate strategies and tactics to minimize institutional risks and achieve best value.
• Prepares purchase order/contract documents in accordance with approved templates/formats and ensures inclusion of all appropriate terms, conditions and requirements.
• Provides information to Customer to ensure Customers' understanding of purchase order/contract requirements and obligations including Customer's responsibility, if applicable, for contract management and managing supplier performance.
• Responsible for providing clarification of purchase order/ contract terms and requirements and/or identification of discrepancies and negotiation and resolution of disputes.
• Issues purchase order releases and/or contract amendments consistent with the requirements of the agreement.
• Monitors supplier and/or customer performance, as applicable, regarding compliance with contract requirements and Purchasing' policies and procedures.
• Provides recommendations and/or prepares appropriate documents for contract renewals, extensions, modifications and termination in coordination with Customer and Purchasing Management.
• Ensures that all procurement documents (i.e., bids/proposals, correspondence, purchase orders, amendments, etc.) are complete and properly organized, filed, recorded, stored and archived in accordance with applicable policies and procedures.
• Assists in analyzing market trends and evaluates potential sources of supply; Forecasts and analyzes customer ordering habits/trends to determine cost saving and contract opportunities.
• Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.
• Develops a strong partnership with customers to proactively understand their ordering habits and trends to assist with their needs.
• Processes customer requisitions for routine purchase requirements.
• Serves as liaison between vendors, the institution, and departments.
• Handles routine inquiries regarding the process and basic purchasing policies and procedures.
• Corresponds with parties involved to assure that orders, shipping, and deliveries are timely and in order.
• Works closely with customers in problem resolution and consults with customers on problem prevention.
• Maintains & reports service/process area outcomes.
• Coordinates and/or assists in the development of service/process area policies and procedures.
• Adheres to internal controls and reporting structure.

Knowledge, Skills and Abilities:

• Demonstrates good negotiation skills and understanding of negotiation strategies and tactics.
• Demonstrate the ability to read, interpret and apply legal theories and concepts to develop and negotiate purchase order/contract terms and conditions to minimize institutional risk.
• Good technical writing skills and ability to write specifications.
• Good organizational and project management skills.
• Demonstrates the ability to proactively assist customers with their immediate and long term needs.
• Working knowledge of the Uniform Commercial Code and special terms and conditions of the State of Texas.
• Basic accounting skills.
• Ability to analyze data.
• Working knowledge of current purchasing on-line system (e.g., Oracle/Peoplesoft).
• Demonstrates good customer service skills.
• Good verbal and written communications skills including the ability to plan, organize, and lead meetings or conduct presentations.
• Detail oriented.
• Good overall knowledge of the acquisition process, policies, and procedures.
• Good mathematics skills.
• Good problem resolution skills.
• Ability to work in a team based environment contributing ideas, participating in team decisions, and achieving team outcomes.

Schedule:

Monday through Friday, 8am-5pm.

Minimum Qualifications:

Bachelor's degree or equivalent and two years related experience.

Equipment:

Standard office equipment.

Working environment:

Standard office environments.

Other:

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

• HCSS is the in-house staffing agency for UTMB, therefore there are no TRS benefits associated with this position. However, there is an opportunity to participate in the 401k retirement plan offered through HCSS.*

Compensation

• Hiring Range: $27.00