Procurement Coordinator

Position Summary

The incumbent serves as the District's liaison with vendors, bidders, and potential bidders regarding the District's procurement process, is the focal point for receipt and distribution of procurement documents, is responsible for uploading information and bids to the District's electronic bidding system, and is responsible for vendor on-boarding process including direct communication, issue resolution and on-going accurate and complete vendor master data maintenance in SAP.  This includes confirmation and storage of confidential vendor banking information.

Education, Training and Experience

Bachelor’s degree in business or related programs, 

OR 

Associate degree, or equivalent accumulation of college credit hours, in Business or related programs and 3 years’ business related experience

OR 

High School Diploma/GED and 5 years’ business related experience.

SAP experience preferred, personal computer literacy with knowledge of Microsoft Office programs required, basic understanding of 1099 reporting.
 

Licenses and/or Certifications

None

Essential Duties & Responsibilities

Advise bidders and potential bidders regarding the District's procurement process and the District's electronic bidding system. Publish legal notices in accordance with Nebraska statutes and ensure accurate and timely availability of bid scheduling information as required to meet internal customer needs.  Independently on-board new vendors including the collection of all necessary informational documentation, resolving issues, and successful vendor relations.  Coordinate and maintain master data for all vendors in SAP which includes creating, updating, and blocking vendor records. In addition, verify that the required vendor information is on file and kept current. This includes updating information for the Approved Suppliers List at CNS and NERC CIP-013 requirements for T&D.

Support accounts payable process by reviewing and resolving inaccuracies with vendor information related to vendor name, address, tax 10, ACH banking information, credit card payment process and/or checks. This includes researching previous invoices, contacting vendors to resolve issues, obtaining new or updated W-9 Forms and ACH banking information.  Conduct formal public bid openings in accordance with Nebraska statutes and NPPD procedures, Develop bid tabulations, control access to procurement documents before and after bid openings, maintain the confidentiality of proprietary and confidential bidder information and ensure required information is included in all "conformed" procurement files and NPPD records. Publish Legal notices in accordance with Nebraska statutes and ensure accurate and timely availability of bid scheduling information.

Review contracts and procurement related documents for accuracy, consistency and standardization. Publish Bid documents, RFPs, RFQs, RFIs and RFSPs and notify potential bidders using NPPD’s electronic bidding system.  Expedite receipt of bid documents received and coordinate the distribution of all bids.  Administer and update the Procurement and Sourcing SharePoint sites; coordinate execution, upload, track, log, scan, and link vendor and procurement documents in SAP, upload hid documents and information to the District’s bidding site with appropriate procurement information, review and coordinate obtaining insurance certificates based on current procurements.

Essential Duties & Responsibilities (Continued)

Coordinate all to-be-executed and fully executed procurement documents and generate communications for distribution related to new procurements and amendments. Ensure all required documents, including receipt of bid security, performance bond, and insurance certificates, are current and up to date. Compile procurements over $100K report for monthly submittal to NPPD board of directors. Compile the confidential 45U Prevailing Wage (PW) spreadsheet that documents vendor PPI, including employee wages, address, SSN, work classification, and hours worked on 45U projects, Also identify and assist in resolving issues when applicable PW is not identified to be paid by vendor.

Maintain quarterly reports of awarded contracts and amendments, including successful bidders and prices.

Initiate revisions to contract and agreement boilerplate language, also update departmental how-to guides on a routine basis.

Independently generate and maintain Independent Contractor Agreements. This includes coordinating verification of potential vendors in the Systematic Alien Verification for Entitlements program, issuing ICAs for execution, and issuing applicable amendments as needed. Report all new independent contractors on the Department of Health and Human services directory of new hires.

Obtain and control all banking details and changes from vendors and re-confirm all banking changes to reduce the potential for bank fraud or email compromise. Run Dun & Bradstreet reports on new vendors to determine overall business risk.

Monitor receipt of vendor performance bonds and certificates of insurance and obtain approval for all from Property & Liability Insurance area.

Compile and coordinate the procurement approval documents associated with the monthly Board Packet provided to the Board of Directors and Executive Team with extreme attention to detail. Work directly  with Executive Team Members and their administrative staff to obtain signatures on Board letters and Procurement documents over $1,500,000 for sealed bid contractors, $5,000,000 for professional services.

Utilize appropriate software to correctly format procurement documents; proofread and correct formal documents; coordinate procurement or bid document workflow and establish priorities; determine the best method to answer customer inquiries and issue resolution.

Set priorities and organize workload to meet deadlines and customer expectations. Multi-tasking ability. strong attention to detail, questioning attitude, numerical and organizational skills, effective analytical, communication, proofreading, problem solving, and customer services skills are required.
 

Accountable for other duties as assigned.

Core Competencies