Procurement Specialist Entry

Assists with providing professional expertise, assessment, organization, and coordination on specifications and requirements for the development of solicitations; develop and execute contracts and purchase orders for goods and services with the exception of Legal Services, Power Contracts, and Non-Fleet Fuel; provide assistance with procurement and grant administration; learn to interpret SMUD policy and directives to create and implement procurement solutions that balance the business need, while supporting the policies and strategic vision established by SMUD's Board of Directors.

There are four (4) levels in this job classification series that have similar job content but with progressively more challenging degrees and levels of skill, responsibility, knowledge, experience and qualification requirements:

Flex classifications (that permit progression from lower-level classes to higher level classes without examination based upon assessment of an individual's experience and performance) within the series:

• Entry: Incumbent acquires knowledge, skills and abilities to perform the tasks associated within the series but are not yet demonstrating these at the Journey level.
• Journey: Incumbent is demonstrating the required skills and knowledge to independently perform the full scope of the job.

Non-Flex classifications (that promote from lower-level classes to higher level classes and require an examination, such as an interview, based upon individual experience and performance) within the series:

• Senior: Advanced journey level resource who is responsible for advanced assignments, as dictated by the work needing to be performed; may serve in a lead and/or supervisory capacity.
• Supervisor: Working supervisor directing the work of a functional team.

Entry to Journey: Incumbents at the entry level are required to successfully "progress" to the journey level within 60 months of appointment to remain within the job series.

Seniors and Supervisors must be hired through a promotional process and do not automatically progress from lower levels in the series.

• Supports the procurement process by assisting the technical experts in the planning, developing solicitation and negotiating of contracts for products and services; conducts needs assessment; develops reports for management; forecasts supplier/contractor and project costs and activities; identifies areas for cost savings and adjustment; ensures procurement risks are clearly identified and provide recommendations and appropriate mechanisms for risk mitigation.
• Assists SMUD personnel in identifying material/source availability; develops solicitations and identifies bidders; encourages participation from suppliers/contractors; researches supplier/contractor information; works with project personnel to identify technical acceptability of supplier/contractor submitted bids; evaluates proposals and recommends awards; resolves protests; writes and negotiates terms of agreements.
• Assists with resolving moderately complex issues or obstacles within contracts by communicating as a contract expert with suppliers/contractors/Supplier Legal Counsel, and SMUD's Legal and internal department representatives; ensures terms of contracts are met; oversees purchase orders and contracts; researches problems and explores alternatives; researches and identifies new material/source availability to expand SMUD's competitive bidder's base; educates suppliers/contractors on SMUD's procurement policies and regulations; renegotiates contracts; records changes.
• Facilitates the administration of contracts and grants by continually evaluating progress and milestones of existing contracts; documents performance; monitors payments; negotiates contract adjustments; monitors compliance issues; responds to stop notices; documents final inspections and acceptances; prepares final notices of completion; releases retention; and closes contract.
• Supports the SEED program; selects and develops bid mechanisms that best balance SMUD's business need with those of small business participation in contracting; identifies sources and specifies regulations to maximize participation; communicates requirements; encourages participation by potential suppliers; evaluates bids for participation; validates certifications; evaluates responsiveness by vendors; communicates vendor selections; monitors usage of the programs; and attends SEED outreach events during and after standard work hours.
• Ensures compliance with Municipal Utility District Act (MUD Act), California Public Contract Code, Federal Acquisition Regulations (FAR) when appropriate, SMUD Board Policy, SMUD Procurement Policy, management directives, SMUD Policy BL-13, and applicable Grant Supplier Diversity Programs (SDP) and DAP's.
• Assists with the administration of SMUD's grant programs; serves as a point of contact for the identification, communication of opportunities, technical assistance, and the development and submittal of grant proposals; maintains grant administration policies, procedures, guidelines, and tools; completes reporting and filing requirements (except those provided by Accounting and Project Manager) in compliance with grant contracts; ensures consistency of policy applications and grant requirement fulfillment.

• Supports SMUD's asset recovery efforts and ensures compliance to appropriate Board Linkage Policy.
• Supports managing Inventory/ Non-Inventory Strategic Contracts, managing and tracking spending, initiating cost adjustments, resolving all quality, delivery and billing issues.
• Provides technical, maintenance and desktop support for SMUD's Electronic Bid Solicitation System (EBSS) interfacing with external bidders and internal employees regarding registration, access and vendor status; provides assistance to bidders with questions and challenges with system functionality; takes appropriate measures to maintain data integrity; provides reports internally to SMUD management and supervision.
• Performs other related duties as needed; schedules, hours and locations may fluctuate based on business needs.

Bachelor's degree in business administration, public administration or other related disciplines from an accredited college or university. Relevant procurement experience can be substituted on a year-for-year basis. If no degree, five (5+) years of relevant experience is required.

One or more (1+) years of progressively responsible procurement experience including grant writing and management or administration of Federal/State grant programs, or management of contracts with Federal/State agencies.

• General: Public procurement; ERP system (SAP) for Materials Management Procurement, and/or budget and reporting; the SEED Program, goals, practices and sub-contracting opportunities; Federal and State Grant Procurement guidelines and reporting; Federal Procurement Requirements for Grant purchases including Federal Acquisition Regulations (FAR), Buy American and Davis-Bacon; Protest Policy and Public Records Act procedures; life cycle analysis concept and methods; delegations of authority, procurement policy, and applicable management directives; databases and Microsoft SharePoint; the MUD Act and Public Contract Code; advanced Microsoft Word, Excel, PowerPoint.
• Construction: Construction bid templates including extensive knowledge of construction general and special conditions; construction bonding and retention options; construction insurance requirements.
• Materials /BT Software: Materials and professional services bid templates and bidding options; software licensing types, and terms and conditions; application of Metals Indexes, US Producer Price indexes, Consumer Price Indexes as escalation and de-escalation contract tools; BL-10 disposal of surplus, scrap or obsolete personal property; contract management; bonding and insurance requirements.
• Grant Administration: Office and Management and Budget (OMB) Circulars; contractual agreement terms and conditions typical of Federal and State of California Grants; earned value management for projects utilizing federal grant money.
• Procurement Performance: Performance reporting methodologies and Key Performance Indicators (KPI's); organizational performance and operational improvement.

Write and assemble logical and effective bid or grant documents; develop a procurement or grant plan to our internal customers; create and route clear and concise Staffing Summary Sheets that accurately documents; gain the cooperation and support of internal clients; plan organize and prioritize the activities to meet schedule, effectively communicate both verbally and in writing with SMUD management, and Suppliers/Vendors; effectively assess and resolve problems and overcome obstacles providing solutions and direction to our internal customers, vendors/sub-recipients, and governmental agents; collaborate across business units; research industry trends and identify procurement and grant needs within business units and provide customized consultative solutions; develop reports; conduct oneself in an open, honest, and straightforward manner; persuasively present ideas to gain commitment from others; educate and guide internal customers and external venders on SMUD's procurement process; gain SEED vender participation by evaluating contracts and compartmentalizing into smaller portions that may be completed by SEED venders; and establish and maintain effective relationships with key stakeholders.

• Education: MBA
• Experience: Governmental or electric utility contracting and/or Grant Administration experience with governmental agencies or electric utilities
• Licenses or Certifications: Certified Purchasing Manager (CPM); Project Management Professional (PMP) certification; or related certifications