Procurement Specialist

United States Courts; San Antonio (TX); On-site; USD 55,000 - 76,000; Full time

Job summary

The Office of Information Technology for the U.S. District Court, U.S. Probation Office, and U.S.

Pretrial Services Office for the Western District of Texas is seeking a Procurement Specialist to coordinate procurement activities, maintain contracting records, and ensure compliance with policy and controls. The role includes preparing specifications, negotiating contracts, processing purchase orders, maintaining vendor files, and generating reports.

Qualifications

• High school graduate with 2+ years related experience and procurement knowledge.
• Two+ years tech hardware, software, and licensing knowledge.
• Experience with inventory management.
• Knowledge of and experience with government procurement practices.
• Strong written and verbal communication skills.
• Attention to detail and organizational skills.
• Customer service skills with diverse interactions.
• Ability to use independent judgment; lifting up to 25 pounds.

Responsibilities

• Maintain Contracting Officer certification and process POs and contracts.
• Maintain files for solicitations, contracts, and purchases per policy.
• Develop reports based on procurement data and trends.
• Research procurement questions and identify efficiencies/improvements.
• Evaluate requests for goods and determine fund availability.
• Coordinate complex purchase orders and contracts across entities.
• Conduct product research and prepare findings and recommendations.
• Negotiate with vendors for best price and monitor contract performance.
• Establish relationships with suppliers and resolve contract issues.
• Procure goods/services through new or existing government contracts.
• Identify vendors, review invoices, and maintain property inventory.
• Maintain financial reports for multiple agencies.

Skills

Tech hardware

Inventory management

Government procurement

Communication skills

Attention to detail

Organization/time management

Customer service

Independent judgment

Lifting ability

Education

High school diploma or equivalent

Job description

Overview of the Position The Office of Information Technology for the U.S. District Court, U.S. Probation Office, and U.S. Pretrial Services Office for the Western District of Texas is currently seeking qualified applications for the position of Procurement Specialist. Procurement specialists perform and coordinate administrative, technical, and professional work related to ensuring that court units are supplied with the materials, equipment, and services required to function optimally, including ensuring compliance with the appropriate guidelines, policies, and internal controls. Procurement Specialists may lead the work of procurement services technicians or administrative support staff; however, their responsibilities do not typically involve formal supervisory responsibilities. Procurement Specialists perform advanced procurement activities requiring advanced knowledge of procurement policies and practices. Advanced procurement activities include preparing complicated specifications, negotiating service contracts, and preparing significant and large purchase documents. The incumbent maintains a Contracting Officer certification.

The Procurement Specialist performs duties and responsibilities such as, but not limited to, the following:

• Maintain Contracting Officer certification by completing biennial continuing education requirements. As Contracting Officer, process and sign purchase orders and contracts for the purchase of products and services in the technology department. Ensure purchases are authorized, funding is available, the appropriate delegations of authority exist, and adequate competition takes place in accordance with the estimated dollar value of the procurement. Provide contract administration and oversight including record keeping to track expenditures.
• Ensure files are established and maintained for every solicitation, contract, and purchase action and are in compliance with the Guide to Judiciary Policy and local internal controls.
• Develop a variety of reports based on historical and current data, including statistics on procurement activities.
• Research procurement, administrative, and operational questions, problems, trends to identify areas for efficiencies/improvements.
• Evaluate requests for goods and services by ensuring they are allowable under limitations, restrictions, and policies, as well as determining availability of funds for items being purchased. Prepare reporting mechanisms to track expenditures for the department.
• Coordinate the efforts of various entities to ensure timeliness of complex purchase orders and contracts.
• Conduct product and project research, and prepare and present findings and recommendations.
• Make procurement recommendations for cyclical replacement of accountable property.
• Research, analyze, and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities, as well as their reputation and history. Prepare specifications, solicitations, and Requests for Quotes (RFQs). Research products and equipment and prepare specifications. Obtain and review competitive bids, quotes, and proposals from vendors and contractors and discuss evaluations and review with requestors and subject matter experts, as applicable.
• Negotiate with vendors for the best price over contracted services and purchases. Evaluate and monitor contract performance to ensure compliance with contracted obligations; assist with clarifying contract requirements and resolving any conflicts.
• Establish and maintain sound professional relationships with suppliers. Resolve issues (e.g., pricing, quality, timing, claims, contract disputes, etc.) associated with terms and conditions of service agreements.
• Procure supplies, equipment, services, and furnishings from government and non-government sources through new contracts, competitive bids or existing government contracts. Plan and coordinate time and delivery of purchases.
• Identify and maintain lists of vendors and sources of supply for goods and services. Review, evaluate, verify, and process invoices and prepare payment requests. Update the inventory listing of property and conduct inventory reconciliations.
• Maintain financial reports for multiple agencies in relation to budget, spending, and forecasting.
• The employee in this position is responsible for contributing to a positive and productive work environment.
• Manage or assist with special projects and perform other duties as assigned.

Qualifications

High school graduate or equivalency required plus at least two years recent, progressively responsibleadministrative, technical or professional experience and at least two years of specialized experience that provides knowledge of the rules, regulations, procedures and practices of procurement procedures, and involves the routine use of automated procurement systems. The successful candidate will also possess:

• Two or more years of technology hardware, software, and licensing knowledge
• Experience with inventory management
• Knowledge of and experience with government procurement practices
• Strong written and verbal communication skills
• Extraordinary attention to detail
• Excellent organizational and time management skills
• Strong customer service skills and ability to deal with a wide variety of people tactfully and courteously
• Ability to use independent judgment;
• Ability to lift 25 pounds overhead.

Preferred Qualifications

• Knowledge of and experience with government procurement practices.
• Advanced knowledge in the use of Microsoft Excel
• Experience with contracting and negotiating
• Experience in accounts payable and associated processes
• Experience with automated financial management systems

Starting salary is expected be set between the CL 26 / Step 1 ($55,171) to Step CL 27 / Step 25 ($75,776). If hired at the CL 26, there is non-competitive promotional potential to the CL 27. Consideration for appointment at the higher salary level may be given to applicants who are transferring within the federal judiciary and/or possess a significant amount of preferred work experience.

The U.S. Courts reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice. More than one position may be filled from this posting. In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the Court Unit Executive may elect to select a candidate from the applicants who responded to the original announcement without posting the position. The Court is not authorized to reimburse travel expenses for interviews or relocation. This position is subject to mandatory electronic direct deposit of salary payments. All applicants must be a U.S. citizen or must be a lawful permanent resident (i.e., green card holder) and seeking U.S. citizenship. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed. Employees of the U.S. Courts serve under \"Excepted Appointments\" and are considered \"at-will\" employees (except for probation officers who may be removed for cause).All employees are required to adhere to the Code of Conduct for Judicial Employees (available for review upon request).Applicants scheduled to interview should advise the Human Resources staff if any accommodation is needed.

The federal Judiciary is an Equal Employment Opportunity employer.