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Procurement & Contracts Administrator

Fort Bend Central Appraisal District · View all jobs

Rosenberg, Texas, United States (On-Site) · Posted 4 days ago

$40–$57 / hr

Job Function Finance/Purchasing

Job Type Full-Time

Job Duration Indefinite

Min Education None

Min Experience 5-7 Years

Required Travel 0-10%

Salary $40.00 - $57.00

Salary - Type Hourly Wage

About this role

**Applicants encouraged to apply at https://www.fbcad.org/careers to ensure application is received.**

The Procurement & Contracts Administrator performs professional purchasing and procurement activities for the Fort Bend Central Appraisal District. This position coordinates the acquisition of goods and services, assists with competitive bids and solicitations, supports contract administration, maintains vendor relationships and procurement records, and assists with inventory management.

The Procurement & Contracts Administrator works closely with District departments to ensure purchases are made in a timely, cost-effective, and compliant manner. The position provides guidance regarding purchasing procedures and assists in ensuring procurement activities comply with District policies, budget requirements, and applicable Texas laws.

Key Requirements

Purchasing & Procurement Administration
o Processes and coordinates purchasing requests, purchase orders, quotes, invoices, and related documentation.
o Reviews purchase requisitions for completeness, appropriate documentation, required approvals, and compliance with District policies and procedures.
o Coordinates the purchasing process from requisition through purchase order and receipt of goods or services.
o Obtains and evaluates vendor quotations in accordance with District requirements.
o Coordinates competitive procurement activities, including informal and formal solicitations.
o Assists departments in developing appropriate specifications, scopes of work, and procurement requirements.
o Prepares, coordinates, and administers Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Invitations for Bids (IFBs), and other competitive solicitations as required.
o Coordinates solicitation advertisements, vendor communications, pre-proposal/pre-bid meetings, questions and answers, addenda, submissions, evaluations, and award documentation.
o Prepares bid tabulations and procurement documentation for review and approval.
o Coordinates purchase orders and ensures purchases are properly authorized before commitments are made.
o Identifies opportunities to improve purchasing processes, reduce costs, increase efficiency, and obtain favorable pricing and terms.
o Promotes consistency and standardization of purchasing practices throughout the District.
Procurement Compliance
o Maintains knowledge of applicable Texas laws, regulations, and requirements governing governmental procurement and contracting.
o Ensures purchasing activities comply with applicable statutory requirements and District policies.
o Monitors procurement transactions for compliance with required purchasing thresholds, competitive procurement requirements, documentation standards, and approval requirements.
o Maintains complete and organized procurement records to support transparency, internal controls, audits, and public information requirements.
o Assists in developing, updating, and implementing District purchasing policies, procedures, forms, and guidelines.
o Provides training and guidance to employees and department directors regarding purchasing procedures and requirements.
o Advises departments regarding appropriate procurement methods and documentation.
Vendor Management
o Serves as a primary point of contact for vendors regarding District purchasing procedures and procurement opportunities.
o Coordinates vendor registration and maintains accurate vendor information.
o Obtains and maintains required vendor documentation.
o Coordinates vendor communications related to solicitations, purchase orders, contracts, renewals, and procurement requirements.
o Monitors vendor performance and assists departments in addressing vendor-related issues.
o Identifies opportunities for cooperative purchasing agreements and other cost-saving procurement arrangements.
o Maintains information regarding approved vendors, contracts, pricing agreements, and purchasing resources.
Contract Administration
o Maintains a centralized inventory of District contracts, agreements, and purchasing arrangements.
o Tracks contract expiration dates, renewal options, and required notices.
o Coordinates contract renewals and extensions with departments, Finance, and appropriate District officials.
o Ensures required approvals and documentation are obtained before contracts are executed or renewed.
o Coordinates with Legal Counsel when legal review of contracts or procurement documents is required.
o Maintains executed contracts and related procurement documentation in accordance with District record-retention requirements.
o Develops and maintains reports identifying upcoming contract expirations and renewal requirements.
Purchasing Card Administration
o Administers the District's purchasing card program in accordance with established policies and procedures.
o Assists with issuing, maintaining, and monitoring purchasing cards.
o Provides training and guidance to cardholders and supervisors.
o Reviews purchasing card activity for compliance with District policies and procurement requirements.
o Coordinates documentation and reconciliation requirements with Finance.
o Identifies and reports potential purchasing card violations or irregularities.
Inventory & Surplus Property
o Assists with maintaining appropriate records of District equipment, supplies, and other purchased assets as assigned.
o Coordinates the identification, documentation, and disposition of surplus property in accordance with District policies and applicable requirements.
o Coordinates surplus property sales, auctions, transfers, donations, or disposal as authorized.
o Works with Finance and departments to maintain appropriate documentation for surplus property.
Reporting & Process Improvement
o Develops and maintains purchasing and procurement reports for management.
o Tracks purchasing activity, vendor expenditures, solicitations, contracts, and other procurement metrics as assigned.
o Analyzes purchasing activity to identify cost-saving opportunities and potential efficiencies.
o Assists with the development of annual purchasing projections and procurement calendars.
o Maintains current knowledge of procurement best practices and governmental purchasing trends.
o Recommends improvements to purchasing systems, workflows, forms, and procedures.
o Assists with the implementation and administration of electronic purchasing and procurement systems.
Other Duties
o Provides assistance and information to District management, employees, vendors, and members of the public regarding purchasing and procurement matters.
o Responds to procurement-related inquiries in a timely and professional manner.
o Assists with audits and other reviews involving purchasing and procurement activities.
o Participates in District committees, projects, and special assignments as requested.
o Maintains confidentiality of sensitive District information.
o Performs other related duties as assigned.
Required Knowledge, Skills, and Abilities:
Familiarity with Windows-based computer required. Intermediate proficiency with the Microsoft Office suite and appraisal district related software preferred.
Knowledge of governmental purchasing and procurement principles and practices.
Knowledge of competitive bidding, RFP, RFQ, and other solicitation processes.
Knowledge of contract administration and vendor management.
Knowledge of applicable Texas purchasing and procurement requirements.
Knowledge of accounting and budget principles sufficient to effectively coordinate purchasing activities with Finance.
Strong organizational skills and attention to detail.
Ability to interpret and apply policies, procedures, and statutory requirements.
Ability to review and analyze quotations, proposals, bids, contracts, and procurement documentation.
Ability to maintain accurate and complete records.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with employees, department directors, vendors, and other stakeholders.
Ability to exercise sound judgment and maintain appropriate confidentiality.
Ability to manage multiple projects, deadlines, and procurement activities simultaneously.
Proficiency with Microsoft Office applications and the ability to learn and effectively use purchasing, financial, and enterprise software systems.
Minimum Qualifications:
Bachelor's degree from an accredited college or university in Business Administration, Finance, Accounting, Public Administration, Supply Chain Management, Procurement, or a related field; or an equivalent combination of education and experience.
Five (5) years of progressively responsible purchasing, procurement, contract administration, or related experience.
Experience working with computerized purchasing, financial, or enterprise resource planning systems.
Preferred Qualifications
Experience in governmental, public-sector, or other regulated procurement.
Experience administering competitive solicitations, including RFPs, RFQs, and bids.
Experience with contract administration and vendor management.
Experience with purchasing card programs.
Experience with Tyler ERP or similar governmental financial/procurement software.
Professional procurement certification such as Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), or related certification.
Knowledge of Texas Local Government Code procurement requirements.