Procurement Administrator (110.24) - American States Water Company

Golden State Water Company is one of the largest investor-owned water utilities in the United States.  We deliver quality, reliable water to more than 1 million people in over 80 communities throughout California.  Golden State Water has been in business for more than 90 years because we put customers first.

POSITION DEFINITION:
The Procurement Administrator is responsible for managing procurement related activities that includes Master Services Agreement (MSA) contracts, Category Work contracts, Vendor Onboarding, Vendor Management, and the development of Statement of Work (SOW) in support of companywide plans, construction, and operational projects. The Administrator also executes procurement activities and monitors contract performance in accordance with Sarbanes-Oxley Act (SOX), GSWC Procurement Policy, and GSWC Procurement Procedures and Processes.

The Administrator will collaborate and work closely with various departments on their short-term and long-term procurement sourcing needs for Capital Programs, Operation Maintenance programs (General Services Maintenance), non-construction related programs and utilize the appropriate procurement pathway. This includes, but is not limited to, ensuring bidder adherence with pre-qualification requirements, confirming the list of bidders, overseeing the receipt of bids, assessing the compliance of bids with requirements, overseeing the award decision process, negotiating and finalizing the creation of purchase orders and execution of all contracts, and contract documentation. The Administrator will also oversee GSWC business units’ utilization of MSA’s and SOW’s to perform routine services and provide guidance on the specific business process to be utilized to meet the procurement need.

MINIMUM POSITION QUALIFICATION:
• Work closely with internal technical experts to understand all aspects of procurement needs
• Collaborate with technical experts on the development of Statements of Work (SOW) to be used in conjunction with executed MSAs for routine services
• For work that is competitively bid, properly transition technical requirements and
information into standard Statements of Work (SOW) and requisition forms and documents • Draft Request for Bid (RFB) and other bid forms and ensure that all necessary bid request materials are completed in the e-bid environment Organize and lead discussions to develop short-term and long-term sourcing needs
• Manage vendor onboarding process to ensure effective qualification of vendors and update qualified vendor list.
• Promptly update vendor’s insurance and license to reduced company’s risk exposure.
• Develop and manage performance metrics and reporting
Essential Duties and Responsibilities include but are not limited to:
• Manages the competitive bidding or solicitation, vendor selection, contract creation, and contract language in adherence to GSWC terms and conditions to mitigate risks
• Provides leadership and collaborates with business units in streamlining all aspects of procurement and develops strategic continuous improvement initiatives or recommendations to reduce total cost and increase cost savings.
• Participates in recurring Capital Program meetings to understand new and emerging priorities, potential substitutions, and the reallocation of budgets
• Leads and facilitates Bid Team meetings comprised of cross-functional GSWC work teams for competitively bid projects
• Reviews Statement of Work (SOW), requisition and technical materials from the Capital Program, including notes, drawings, and other information regarding the project / procurement need; reviews documents to ensure project needs are clearly understood; provides recommendations as needed; creates and maintains SOW library to ensure consistency throughout GSWC business units
• Manages all bid package materials in an e-bid environment, including the Request for Bid (RFB) and related materials, and all supporting drawings or other technical or supplemental materials
• Provides dedicated customer and contracting support to technical resources to all GSWC business units to facilitate the execution of Operations (General Services Maintenance) Projects
• References Capital Program strategic plans and work schedules to preemptively understand forthcoming capital work projects and subsequent procurement needs
• Works closely with internal technical personnel to understand the nature of general procurement needs and specific project needs
• Contributes to the creation of standardized SOW for routine procurement activities and projects executed under an MSA
• Facilitates Bid Team meetings comprised of cross-functional GSWC work teams for competitively bid projects
• Meets with Capital Program representatives (Capital Program Managers, Capital Program Engineers) to resolve any open items on processing bid requirements Provide guidance and recommend strategies to resolve open items
• Reviews Statement of Work (SOW), requisition and technical materials from the internal representatives/stakeholders, including notes, drawings, and other information regarding the project / procurement need; reviews documents to ensure project needs are clearly understood
• Meets with internal representatives/stakeholders (Program Managers, Program Engineers) to resolve any open items on processing bid requirements
• Develops, submits and manages bid package materials in an e-bid environment, including the Request for Bid (RFB) and related materials, and all supporting drawings or other technical or supplemental materials
• Works with the Analyst, Procurement Analytics to evaluate Vendor Management information; confirms the potential Contractor list and ensure proper access rights are established in the e-bid environment to facilitate the bid; conducts additional pre-bid administrative activities to ensure a streamlined bid process as necessary
• Participates in recurring meetings with Contract Administrators regarding the details of new project work; generates new project reports to facilitate knowledge-sharing
• Conducts various administrative activities, including ensuring proper internal contract authorizations, to ensure contract and procurement control
• Assists in developing and implementing standardized work flows and processes to promote consistency throughout all internal business units
• Leads record keeping / closeout activities for completed contracts; evaluates current contract status in an e-bid environment and related systems; facilitates the resolution of any outstanding contract items inhibiting contract closeout
• Assures that all activities are executed in a manner consistent with the Procurement Policy Manual, Business Processes, and Company Code of Conduct
• Provides administration services as needed to maintain efficient and effective operations within CPSD.

Education:
• Bachelor’s Degree in Engineering, Finance, Business Administration, Business Economics, Supply Chain / Procurement, or related field of study
• Professional certification in ISM or APICS or Lean Six Sigma is a plus

Experience:
• A minimum of five (5) years of progressively responsible and direct experience in procurement, supply chain management and contract management-related activities for capital intensive businesses preferably in the utility industry is desired.
• Proficient skills in MS Office (Word, Excel, PowerPoint, Project) and JD Edward software application or other ERP software, e-bidding software (e.g. PlanetBids, Ariba, BidSync)
Core Knowledge, Skills and Competencies:
• Significant attention and orientation to detail, Customer Service / Stakeholder Management.
• Ability to quickly and accurately process information in a “right first time” mindset, within proper controls.
• Focus on the importance of adhering to business process, policies, and protocols in day-to-day activities.
• Understanding of business process management, supply chain management, and project management.
• Seeks innovative business improvements; sets an environment of continuous improvement to ensure maximum results.
• Ability to meet strict deadlines.
• Ability to think independently, make decisions and quickly solve problems.
• Desire to work in a fast-paced and changing business environment.
• Good oral and written communication skills; excellent presentation skills.
• Ability to work well within a team.
• Proficient skills in MS Office and JD Edward software applications.

QUALITIES OF A SUCCESSFUL PROCUREMENT ADMINISTRATOR IN THIS POSITION
• Trustworthy; strong personal integrity and ethical practices
• Demonstrates strong level accountability and ownership
• Executes with discipline and urgency
• Demonstrated negotiating skills
• Strong written and verbal communication skills; solid presentation skills
• Collaborative/Team oriented
• Emotional Maturity
• Exhibits professionalism with internal and external contacts
• Organized with strong attention to detail and time management skills
• High degree of initiative; self-starter

May include working in all weather conditions, during all hours of the day. Physical demands include but are not limited to standing, climbing, walking, lifting, bending, pulling and/or pushing, grasping, reaching, stooping and crouching, sitting, typing, walking, reading, writing, color determination, speaking and listening for extended periods of time.

BENEFITS

Our Company supports our employees with rich benefit programs and resources to help them thrive today and prepare for tomorrow.  Benefit options include medical, dental, and vision plans with the Company currently paying 85% of the monthly premium for employees and their eligible dependents.  We also offer paid vacation and sick time and twelve Company paid holidays per year.  To help our employees plan for the future, we offer both a 401(k) retirement plan as well as a Defined Contribution Profit Sharing retirement plan.  Additional benefits include life, AD&D, and LTD insurance as well as health savings account and flexible spending plans.

COMPENSATION INFORMATION

The compensation range provided is in compliance with state specific laws.  Multiple factors are used to determine the actual starting rate of pay for all of our positions, including specific skills, years of experience, education, certification(s), and other job related factors.

The responsibilities of this position will involve access to information that may be considered confidential, private and sensitive. Therefore, the individual filling this position will be required to both allow and pass a background check.

NOTE: Reasonable accommodations will be made to enable individuals with special needs to perform the essential functions.