Key team member in coordinating the centralized procurement operations for the NJEDA including requisition processing, specification development, bid preparation, evaluation, recommendation, quality assurance and execution of contract awards and extensions.
Essential Duties and Responsibilities
Executes the day-to-day activities of the Department's procurement processes.
Processes, assists and guides staff with general procurement needs in accordance with NJEDA/State guidelines; processes requisitions on the Procure-to-Pay ReQlogic system.
Evaluates requisitions; ensures complete, accurate data and mandatory authorizations are included; assesses and pursues procurement method based on information provided.
Obtains quotes from vendors; administers the public bidding process where applicable; conducts non-advertised bids for select goods/services; drafts bid specifications and contracts; sources vendors; responds to Q&A's; issues addendums; receives quotes; identifies low bidders; collects compliance; converts requisitions into purchase orders and assists departments with contract management. Prepares price agreements as appropriate and submits for approval.
Coordinates proposal / bid solicitation process from initial specification preparation through contract execution where applicable. This includes:
Creates proposal / bid documents for goods, professional and technical services, and construction related services in consultation with applicable Department representative(s).
Ensures most current, required language and forms are included in proposal / bid documents. Coordinates review with DAG's office and other parties (internal and external), as required.
Issues appropriate advertising and conducts pre-bid conferences.
Participates in meetings with vendors and bidders relative to the bidding process and/or contract execution; provides appropriate guidance to all participants.
Evaluates proposals / bids received from vendors and assists with recommendations for final selection. Prepares recommendation for award and assists with the board approval process where necessary.
Drafts applicable contractual documentation for review.
Oversees bid challenges, as necessary.
Serves as primary liaison with critical departments, such as Support Services for general office needs; anticipated budget over $200K.
Performs as Contract Manager; manages the Authority's administrative and multi-departmental contracts from inception to expiration; collaborates with and directs departmental management on all multi-departmental contracts; directs vendors as required.
Provides high-level back-up support on the Procurement software database; trains staff; resolves issues encountered by users.
Administers company credit card and points program, makes approved purchases, reconciles monthly statement and verifies required backup documentation.
Assists with the development of procedures, directives and guidelines to implement procurement requirements including S-2194 and Executive Order 37 (2006). Assists with implementation of new procurement regulations; ensures the Authority's compliance with applicable bidding rules, regulations and reporting requirements.
Evaluates contracts to ensure accurate language and applicable terms; investigates and resolves discrepancies.
Oversees the NJEDA/State Set-Aside and SWMVBE programs; integrates data from other departments; prepares required reports; provides recommendations for increased participation; participates in specialized audits.
Promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers.
Must complete annual and semiannual self-assessment as required.
Performs other duties or special projects, as assigned.
Required Skills and Abilities
Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff
Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constraints with little or no supervision
Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff
Ability to prepare clear, technical, accurate and detailed bid documents, reports and correspondence
Ability to negotiate and draft complex documents
Ability to analyze data and reports and make recommendations
Knowledge of New Jersey procurement laws, rules and regulations
Ability to create and maintain files, records and lists; good organizational skills
Ability to process multiple projects while prioritizing workflow
Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers
Proficiency in Microsoft Office Suite and the ability to learn new software packages
Education and Experience Requirements
Bachelor's Degree with an emphasis in business, process/quality management, law or other related academic degree and/or equivalent professional experience
Minimum of five (5) years technical experience in the purchase of goods and services for a state government or public entity
Advanced degree or industry specific certification may be substituted for 1 year of experience
Ability to work outside normal business hours, as needed
Certificates and Licenses Required
The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees.
This position is considered exempt and is excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers under the FLSA.
NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.
Equal Opportunity Employer
Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.
Must comply with the "New Jersey First Act" which requires employees hired after September 1, 2011 to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.
Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.
New Jersey Economic Development Authority