Contracts and Procurement Specialist

Why We Need You

We are in the business of children! We’re looking to add a detailed-oriented Contracts and Procurement Specialist to our team. This position is responsible for assisting and supporting procurement activities in accordance with agency policies and procedures, state and federal purchasing guidelines including contract management and contract negotiation, preparing, and submitting contract and grant deliverables.

Why We Are Excited to Meet You

You Have:

• High school diploma or equivalent and four years of relevant experience; or
• Bachelor’s degree and two years of relevant work experience
• Strong knowledge of state and federal regulations/procedures applicable to grants and contracts in a non-profit or governmental setting

Who You Are

You Have:

• Excellent customer service, organizational, and communication skills (verbal and written)
• Excellent interpersonal skills to work independently, and collaboratively with colleagues, and others of varying backgrounds and skill levels to achieve program goals
• Excellent computer skills and experience with Microsoft Office Suite products
• Ability to plan, organize and coordinate work assignments
• Ability to evaluate programmatic data, analyze trends, and propose solutions
• Excellent time management skills including the ability to establish and meet deadlines
• Willingness and ability to travel to county offices as needed
• Ability to follow instructions and comply with and support the organization’s policies and procedures
• Must exhibit a positive attitude and an example to others in the areas of problem-solving, teamwork, interpersonal relationships, support of management decisions and commitment to ELC’s mission and vision

What You Will Do (Summary):

• Assist Contracts and Procurement Unit with carrying out aspects of procurement activities for Requests for Proposals (RFP), Request for Quotes (RFQ), Request for Quotes and Qualifications (RFQQ), Invitation to Bid (ITB) and all other formal competitive processes including researching state contract for agency use and acquiring quotes and bids per agency policy and procedures 
•  Coordinate efforts related to reoccurring and new grant endeavors
• Work on procurement procedures and cost analyses
• Assist with maintaining contract and procurement files to ensure they contain proper documentation related to vendor quotes, contracts/agreements, requisitions and purchase orders, purchase order checklists, and purchase order terms and conditions
• Provide contract management of vendor files procured through state contracts and formal procurements processes such as RFPs, RFQs, RFQQs, and other assigned agreements, contracts, or memorandums of understanding
• Assist the Compliance Unit with quality assurance checks and reviews of agreements, contracts, and Memorandum of Understanding (MOUs) with partnering agencies, vendors, and government entities
• Conduct on-going financial tracking and analysis of vendor contract awards, balances, and invoices
• Assist with negotiating terms, conditions, pricing and ensure agreements/contracts are accurately executed
• Assist with the preparation of funder and independent audit documentation/reports as appropriate and ensures compliance with all contracts and grants
• Assist with the creation of contract templates for training/speaker agreements, commercial leases, information technology, legal or other professional services contracts
• Assist with the maintenance and update of complete and accurate records related to procurement, grants, and vendor contracts in accordance with agency record retention and destruction standards
• Collaborate with internal units to develop and create MOUs for the ELC
• Manage and conduct inventory of all ELC assets, including required inventory report for ELC funders

About Us

The Early Learning Coalition of the Big Bend Region, Inc. (ELC) is a local non-profit organization with an annual budget of $30 million. The ELC’s mission is to provide leadership and advocacy that builds a community where all children are prepared for success in school. ELC’s core values: positive attitude, accountability, respect, and teamwork.

Position: Full-time

Salary Range: $34,000 -$38,000

Benefits: This is a full-time position that includes the following benefits: health insurance, dental, vision, flexible paid time off, retirement savings plan and loan forgiveness eligible employer, etc.

Important

This position closes on August 10, 2023. Qualified candidates must submit a resume and cover letter with salary requirements to elcemployment@elcbigbend.org.

ELC is proud to be an Equal Opportunity Employer. Applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, ancestry, marital or veteran status. ELC is committed to building a diverse team that reflects a variety of backgrounds, perspectives, and skills.

Applicants may undergo a skills assessment.