Procurement Specialist - International City County Management

Who We Are

Founded more than a century ago, ICMA is the premier professional association for local government leaders, managers, staff, and stakeholders, serving more than 13,000 members globally. As a membership association, we provide research and knowledge resources, professional development and training, peer to peer engagement, and technical assistance. We are also a major implementing partner for many grant and contract funded programs on emerging and prevailing topics and challenges to create stronger communities.

At ICMA, we take the concept of local government leadership, management, and innovation further into the future. Through our mission and passion to advance professional local government, we help communities deliver innovative services, empower resident engagement, enable economic development, strengthen leadership, uphold ethics, and provide forward-thinking management.

We ensure a diverse and inclusive workplace by welcoming people of different backgrounds, experiences, abilities, and perspectives and by learning from each other, individually and collectively.

A Great Opportunity

If you are a Procurement Professional who strives for excellence, models service leadership, and are excited about serving as a corporate culture ambassador in the delivery of grants and contracts for domestic programs, we have an amazing opportunity waiting for you!

The Procurement Specialist provides support to all ICMA business teams in their procurement efforts. Ensures all procurement conducted on behalf of ICMA complies with the Procurement Policy and Procedures. Acts in the best interest of ICMA and works to reduce risk to the organization. Continuously works to improve ICMA's procurement policy, processes, procedures, systems, and templates based on best practice. Troubleshoots any procurement-related issues. Works closely with finance colleagues.

The Procurement Specialist reports to the Director, Contracts and Compliance.

The Procurement Specialist salary is based on experience level and ranges between $67,437 and $80,924.

What You'll Do

• Serve as ICMA's contractual point of contact on organizational procurement activities; support ICMA staff throughout the procurement process; contribute to improvements to ICMA's procurement policy, processes, procedures, systems, and templates; train staff on procurement policy, processes, procedures, systems, and templates.

Specifically,

• Work in conjunction with GCA colleagues to develop and implement a variety of trainings (new staff, team-wide, project-specific) via different methods (recorded, live, post recording discussions, etc.).
• Upon receipt of a procurement request, provide guidance to ICMA's requestor on the next steps of the procurement process including the development of the procurement strategy (how the good or the service will be procured), methodology for source selection (trade-off or lowest price/technically acceptable), and the selection criteria.
• In collaboration with the requestor, review and provide input on solicitations, Requests for Proposals or Requests for Quotes (RFP or RFQ), collect responses, and determine their completeness.
• Review the procurement selection memo, including price or cost analysis if applicable, ensuring that selection follows the appropriate process. In the event of a sole source procurement, ensure that it is for adequate reasons.
• Review completed procurement package for compliance with internal policies, procedures, and internal controls. Ensure that the requestor works with the vendor to upload the requisite vendor application and IRS Forms W-8/W-9, as applicable, to the ICMA vendor portal.
• Conduct required vetting of vendors. Maintain the vendor database in the vetting platform (currently CSI Watchdog).
• Determine and draft an appropriate contractual instrument and ensure its timely execution. If using the vendor's agreement template, review and negotiate with the vendor to achieve the most favorable terms on behalf of ICMA.
• Know and understands ICMA's standard Terms and Conditions for contractual instruments including but not limited to the following: purchase orders, consultant agreements, service agreements, blanket purchase agreements, letters of agreement, Master Service Agreements, Task Orders, etc.
• Finalize the contractual instrument and route for signatures and/or request ICMA countersignature.
• Upon receipt of fully-executed contractual instrument, share the contractual instrument with requestor and applicable finance staff. Save the fully-executed contractual instrument and all related procurement documentation in a folder for the procurement.
• Working in conjunction with the requestor, review and process all subsequent modifications to the original contractual instrument.
• Manage designated Requests for Proposals Inbox utilized for posting RFPs. Monitor responses to RFPs and communicate with the requestor. Ensure proper flow of information and support business teams' documentation of process. Save documentation to file.
• Manage Helpdesk system procurement requests. Promptly respond to tickets. Review information and documentation provided by requestor and follow-up in timely manner. Monitor communications via the Helpdesk system. Close out tickets upon full execution of contractual instrument.
• Make recommendations and suggestions regarding procurement policy, processes, procedures, systems, and templates. Work in conjunction with members of Finance and Contract Administration (FCA) team to draft, revise, and/or modify procurement policy, processes, procedures, systems, and templates.
• Train staff on procurement policy, processes, procedures, systems, and templates. Work in conjunction with GCA colleagues to develop and implement a variety of trainings (new staff, team-wide, project-specific) via different methods (recorded, live, post recording discussions, etc.).
• Maintain audit-ready procurement files.
• Assist the finance staff with collecting and uploading documentation for the annual audit.

What You Need To Be Successful In This Role

• Bachelor's degree in Business Administration, Public Administration, Finance/Accounting, or related discipline

• A minimum of five (5) years of procurement experience

Knowledge, Skills, and Abilities (KSAs)

• Understanding of an effective procurement process, its goals and objectives
• Understanding of procurement regulations contained in 2.CFR.200 and FAR (a plus)
• Understanding of various types of contracting mechanisms
• Proven ability to negotiate contractual terms and conditions
• Proven ability to prioritize tasks
• Excellent written and verbal communication skills
• Organization and time management skills
• Excellent customer service skills

Physical Requirements/Work Environment

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is typically performed in a home office environment free from hazards or unpleasant environmental conditions.
• Work may require occasional domestic and/or international travel up to 10% of time.

What We Can Offer You

• Remote work environment
• A collegial working environment where teamwork and individual contributions are valued
• A competitive salary
• A comprehensive benefits package that includes employer sponsored health, dental, life, disability, and employee assistance benefits
• Paid time off to include vacation, sick leave, holidays, and floating days
• Generous retirement plan
• Opportunities for ongoing professional development

This position is based out of ICMA's headquarters, located in Washington, D.C. At this time, all ICMA staff are working remotely. The selected individual must be able to work the core business hours from 8:30 am to 5:00 pm EST. Our office will remain operational and accessible for staff to use on a voluntary basis.

A high-speed Internet connection is required. Personnel will provide the Internet service at their own expense. The internet connection must be of sufficient bandwidth to allow the team member to efficiently perform their regular job functions.

The selected candidate must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

EEO Statement:

At ICMA, we strive to promote and sustain a culture of diversity, inclusion and belonging every day. ICMA is an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring or promotion, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, religion, sex/gender, sexual orientation, gender identity or expression, age, disability, protected veteran status, or on any other basis or characteristic prohibited by applicable federal, state, or local law. We proudly support and encourage people with military experience (active, veterans, reservists and National Guard) as well as military spouses to apply for ICMA job opportunities.