Procurement Support Specialist I

Overview

Job specifications are intended to present a descriptive list of the range of duties performed by employees. Specifications are not intended to reflect all duties performed within the job.

SUMMARY:

The Procurement Specialist shall assist with the complete process of execution of logistics requirements. These requirements include processing tuition and other procurement requests for educational institutions covered under Educational Service Agreements (ESA), utilizing the authorized government procurement system, specifically the Electronic Procurement System (EPS). In addition, contractors shall screen procurement requests for accuracy and the feasibility of procurement through the ESA, and validate student information, costs, and other pertinent details with various educational institutions. Contractors shall be required to handle electronic distribution of awards, maintain electronic and physical copies of all awards in accordance with NAVSUP regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Document Receipt, Screening and Acceptance:

• Input document identification elements into a data tracking program to allow systematic tracking of the requisition throughout the procurement process.
• Review documents to ensure all requisite information has been provided by the end user.
• Define an approach for prioritizing data analytic calculations for operational medicine supporting the adequacy and proficiency clinical and non-clinical entities to support current and future warfighter requirements.
• Evaluate requests to ascertain the appropriate utilization of mandatory sources and identify prohibited purchases.
• Determine whether procurement can be conducted within the command or if assistance from other commands is required.
• Process Procurement Requests in accordance with BUMED SOPs.
• Process all requests within seven (7) business days of receipt.
• Furnish product information, including pricing details, by leveraging internet resources to conduct thorough research. Additionally, the contractor shall address customer inquiries within one business day of receipt.

Customer Service:

• Assist clients in identifying potential sources.
• Provide clients status updates on documents.
• Address inquiries regarding invoices and payment statuses.
• Determine if the school has an existing Educational Service Agreement for tuition requests. On receipt of new or modified ESA’s, contractors shall update POC list, file a copy of the ESA in the master ESA file, archive any replaced ESA.
• Receive phone calls, emails, or communications through collaboration platforms from customers. Interactions will involve individuals ranging from peers to senior personnel within the organization, as well as representatives from universities and other businesses.

Information Verification:

• Conduct telephone inquiries with universities and other institutions to confirm pricing, validate points of contact, and collect any additional information as necessary.
• Review requisitions for accuracy, and time & date stamp.
• Screen for mandatory sources and request for prohibited items.
• Email program manager to validate information on the request.

File Maintenance:

• Log requisitions into a database.
• Create a file for new requisitions or retrieve current files for modifications as needed.
• Assemble and maintain all contracting files for current and prior fiscal years.
• Organize and update document files to ensure a comprehensive procurement history readily available.
• Ensure files include customer request, ordering documents, and purchase orders. (Files may include additional documents that include sole source justifications, statements of work, modifications, and any other pertinent procurement documentation.)
• Ensure files are reviewed on an annual basis to identify and eliminate excess paperwork in preparation for archiving. (The archiving process typically necessitates the relocation of files to alternative filing cabinets or the placement of documents into storage boxes, thereby ensuring a well-organized and accessible documentation system.)
• Enter required information into EPS or other designated system to generate an ordering document DD1155 for new request, SF 30 for modification requests, any other forms as required.

Inspection Preparations:

• Assist in the compilation of data requested for various assessments, including the Medical Inspector General (MEDIG), Procurement Performance Management Assessment Program (PPMAP), audit readiness spot checks, quarterly evaluations, and other inspections or assignments that may arise.

Document Research:

• Utilize automated systems alongside a meticulous manual review of records to ascertain the status of procurements.
• Provide a summary of findings within three (3) business days following receipt of request.
• Send emails to those listed on the distribution lists as part of this procedure.

EXPERIENCE, EDUCATION, AND LICENSURE:

• 1-3 Years experience in procurement or contract administration.
• High School Diploma
• Proficiency in contract drafting, review, and negotiation at a basic to intermediate level.
• Experience supporting or leading project management activities for large contracts or multiplesmaller projects.
• Ability to work independently or collaboratively, managing individual contracts with attentionto detail and deadlines.
• Capable of making routine decisions and escalating complex issues as needed for furtherguidance.
• Strong communication skills for interacting with internal stakeholders and conducting basicclient/vendor correspondence.
• Organizational skills to assist in managing multiple contracts simultaneously.
• Strong communication skills, evident in both written and spoken English.

REASONABLE ACCOMMODATIONS:

Reasonable accommodation may be made to enable individuals with disabilities to perform the following essential functions.

SUPERVISORY RESPONSIBILIITIES:

No.

WORK ENVIRONMENT:

A professional office in which typical office equipment and information technology is used.

PHYSICAL REQUIREMENTS:

The physical demands described must be met by an employee to perform the essential functions of the job. The employee must be able to: see, hear, and speak; lift objects weighing up to 50 pounds; sit for extended time; and use a personal computer and typical peripheral devices.

TRAVEL:

None.

WORK AUTHORIZATION/SECURITY CLEARANCE:

DoD Secret or higher security clearance, or the ability to obtain and maintain a Secret clearance. U.S. Citizenship is required.

ADDITIONAL QUALIFYING FACTORS:

Must have the ability to obtain and maintain a security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States are required.

As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected Veteran’s status or employment.

BENEFITS:

For more information please visit https://careers-tatitlek.icims.com/

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