Contracting & Procurement Coordinator

POSITION PURPOSE

Contracting and Procurement Coordinator supports the Contracting and Procurement Manager for all contracting and procurement on behalf of the agency including data entry processing detailed analysis communications tracking and maintenance of contracting and procurement data. As an essential contracts and procurement communicator the coordinator will help ensure smooth operations in contract management procurement processes and vendor communications

ESSENTIAL FUNCTIONS/MAJOR DUTIES

Contract & Procurement Coordination

• Monitor and manage contracting and procurement activities for adherence to agency procedures and standards.
• Serve as a liaison on behalf of the Contracting and Procurement team to Accounting to promote efficient and accurate sharing of information.
• Coordinate the contracting and procurement process for projects associated with a lower cost or level of risk.
• Identify prioritize and coordinate projects in collaboration with the Contracting and Procurement Manager.
• Participate in cross-functional teams to identify and frame vendor requirements and selection criteria.
• Draft and review solicitations contracts and agreements based on templates guidelines and policies.
• Research previous agreements leases current procedures and regulations.
• Document Management: Prepare format and maintain contracts purchase orders and other procurement documents.
• Scheduling & Coordination: Arrange meetings track deadlines and coordinate with internal departments and external vendors.
• Communication Support: Draft emails memos and correspondence related to contracts and procurement.
• Record Keeping: Maintain organized files and databases for contracts vendor records and procurement activities.
• Tracking & Reporting: Assist in monitoring contract timelines renewal dates and procurement status reports.
• Compliance Assistance: Help ensure documents meet company policies and legal requirements.
• Support During Reviews: Assist in gathering materials for audits reviews and contract evaluations.

Customer Assistance

• Serve as initial point of contact for internal customers and vendors on general contracting and procurement matters including status policies and standard operating procedures.
• Provide timely and accurate status updates to internal customers and vendors.
• Explain procedures policies and laws that define contracting and procurement approaches.
• Respond to inquiries from a variety of stakeholders on routine matters and route more complex or escalated inquiries to the Contracting & Procurement Manager for a timely response.
• Provide resources and guidance to internal customers and vendors on navigating defined processes and policies.
• Support the planning and execution of training materials and programs in the agency.
• Track training participation for contract administrators to support consistent administration of the agencys Contracting & Procurement program.
• Attention to detail and accuracy
• Ability to conduct and participate in Teams and Zoom meets with internal and external stakeholders
• Proficiency in Microsoft Office (Word Excel Outlook Teams PowerPoint)
• Basic understanding of contracts and procurement processes (Familiar with Oregon Procurement Law)
• Excellent written and verbal communication skills
• Ability to handle confidential information professionally

Systems Documentation and Data Support

• Make process and system improvement recommendations and contribute to the implementation of improvements.
• Verify proper documentation to process contracts and agreements.
• Maintain electronic databases and files used to track leasing or contract activity.
• Research previous agreements leases current procedures and regulations.
• Perform all responsibilities in alignment with Travel Oregons stewardship lenses community agreements and commitment to fostering diversity equity and inclusion.

JOB SCOPE

Work performed by this position receives moderate supervision. It involves recurring situations with occasional variations from the norm and operating from established and well-known procedures as well as specific and definite directions and instructions yet is moderately complex. Complexity is derived from detailed review of contracts and agreements ensuring compliance with contract terms laws and policies and contracting and procurement processes.

Decisions are made within prescribed operating guidelines. Typical decisions include reviewing contracts solicitations and agreements for compliance and providing guidance to employees and vendors. The incumbent is not accountable for budget preparation or compliance and informally makes recommendations concerning both long-range operational planning and long-range strategic planning. Records maintained by this role include solicitation contracting purchasing and agreement documentation and archiving which tend to be great in volume.

SUPERVISORY RESPONSIBILITY

None

INTERPERSONAL CONTACTS

Contact normally occurs with others both inside and outside of the organization; a slight majority of communication is internal however. Internal contacts most frequently include other departments or locations. External contacts most frequently include vendors.

A majority of contact with others occurs in writing some occurs face-to-face a more significant amount via virtual settings or by phone. Confidential/sensitive matters are frequently discussed necessitating discretion at all times.

As assigned will actively participate as a member of a Communities of Practice by sharing best practices seeking new information and knowledge and aligning with shared expectations and processes.

COMPETENCIES

Basic competency is in Travel Oregon Foundational Competencies:

• Active Listening: Full Attention Sincere Interest Appropriate Non-Verbal Cues Suspension of Judgement Seek First to Understand
• Change Agility: Adaptability Resilience Accepts Needed Change Empathy Fine withAmbiguity
• Communicativeness: Transparent Approachable Multi-media Frequent Communicator Accessible Right Medium
• Composure and Self-Objectivity: Appropriately Expressive Emotional Control Performs Under Stress Self-Aware Knows Own Strengths & Weaknesses Open to Feedback Mindful &Present
• Drive / Energy: Enthusiasm for Role Understands Personal Motivations Balanced & Healthy Lifestyle Grit
• Informal Communication:Good at Dialogue Approachable & Accessible Personable Articulate
• Initiative: Proactive Responsible Accountable
• Integrity and High Standards: Honest Reliable Positive Objective Attention to Detail Driven to Do Best Work
• Learning Agility:Curious Open Learns Quickly Rational
• Organizing and Planning:Makes Best Use of Time Efficient Thinks Ahead Imagines/Plans for Contingencies FollowsUp
• Team Player / Sensitivity:Voluntarily Collaborates Enjoys Team Rewards Supportive Inclusive Considers Others Feelings ValuesDiversity
• Technology Savvy:Leverages Appropriate Hardware & Software Stays Current with Relevant Technologies

EDUCATION EXPERIENCE KNOWLEDGE SKILLS AND ABILITIES

Qualifications

• A bachelors degree in business operations administration or other relevant field OR any combination of education/coursework/training and work experience necessary to meet position requirements.
• A minimum of two (2) years of experience supporting or coordinating purchasing accounting or contracting activities.
• Experience providing support to the tracking/execution of programs or projects and customer service to internal and external stakeholders.

Success Attributes

• Knowledge of public procurement and contracting best practices.
• Experience reviewing complex documentation for compliance with defined standards or policies.
• Skill in customer service and building relationships with diverse individuals and organizations.
• Ability to communicate complex details in an understandable and friendly manner.
• High level of proficiency in using desktop tools for communications and analysis including Microsoft PowerPoint Word Excel Teams and Visio.
• Analytical skills sufficient to review and analyze documentation data and contracts for compliance.
• Ability to prioritize and adjust to changes quickly.

JOBEFFORT AND CONDITIONS

This position is designated as hybrid. The majority of essential functions are performed at an alternate workplace as well as the central or temporary workplace. Business needs may require the employee to come into a designated workplace on a periodic basis.

While performing the duties of this job the employee is regularly required to maintain a stationary position for long periods of time (sitting or standing); communicate with internal and external partners. The ability to use electronic devices to communicate develop work products and carry out responsibilities. When working at the physical office the employee is required to move inside the office to attend meetings access items and use equipment and occasionally move or transport items up to 15 pounds.

Work outside of normal business hours including evening and/or weekend meetings and long hours during peak periods is expected. Occasional travel including overnight travel less than 20% of time is required for this position. Travel working conditions vary based on business reasons but typically include long periods of maintaining stationary positions (sitting or standing) and attending meetings and social situations. While traveling the employee is required to move inside buildings offices and a variety of establishments to conduct business travel and meetings and move or transport items up to 15 pounds. Rarely the employee is required to move or transport items up to 50 pounds.

Benefits

Accrual of 12 days paid vacation plus 3 days personal business leave and 12 days sick leave per year (8 hrs. monthly)

11 paid holidays 3 days paid volunteer leave and available paid bereavement leave

100% of health care premiums for core benefits (medical/dental/vision) for employee and family are paid by Travel Oregon

Optional health care and dependent care flexible spending accounts (FSAs).

After six full months of employment participation in the Public Employees Retirement System (PERS) including generous Travel Oregon contributions with no employee match required; optional participation in a 403(b) account (Oregon Savings Growth Plan) is also available.

Equal Employment Opportunity

Travel Oregon is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on race ethnicity national origin ancestry color sex gender identity or expression sexual orientation marital or parental status pregnancy or childbirth disability age religion creed genetic information veteran status or any other characteristic protected by applicable federal state or local law. We encourage and respect different viewpoints and experiences as being essential to the process of innovation. We strive to acquire grow and maintain a diverse and inclusive workplace that applies principles and standards equitably while supporting the needs and accommodations of the individual employee.

Consistent with the Americans with Disabilities Act (ADA) and federal and state laws it is the policy of Travel Oregon to provide reasonable accommodation when requested by a qualified applicant or employee with a disability unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application interviewing completing any pre-employment testing or otherwise participating in the employee selection process please contact Travel Oregon provides qualifying veterans and disabled veterans with preference in employment. Please review the following webpage on veterans preference in state employment and indicate your status and submit documentation accordingly: Experience:

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