Procurement Agent I/II

PURPOSE

This position is responsible for procurement of essential and non-essential services, equipment, materials, and negotiating contracts for Association operations. The position establishes and maintains contracts and procurement records; ensures compliance with contractual terms, conditions, and Association procurement policies and practices. Some outlined functions are specific to supporting Power Supply objectives located at the power generation facility.

ESSENTIAL FUNCTIONS OF THE POSITION

The Procurement Agent I performs the essential functions proficiently with supervisory oversight.

The Procurement Agent II performs the essential functions with mastery and little supervisory oversight.

1. Responsible for drafting and managing the formal and informal solicitation process when seeking competitive bids for services.

2. Conduct preparation of bid documents, the evaluation review and award process, quotation analysis, and recommendations for contract award in accordance with Association policies, processes, and established delegations of authority.

3. Assist in developing contracts to include preparation, negotiation and execution of contracts.

4. Assist stakeholders and project managers with development of scope of work and final deliverables.

5. Conduct contract reviews to ensure required language is present in contracts according to required scope of work.

6. Partner with the Grant & Contract Manager to update master contract templates, terms and conditions, and contracting processes.

7. Assist management and accounting in processing expenditures by resolving invoice discrepancies with vendors and coordination of alternative payment arrangements.

8. Supply activity data to department leadership for monthly board report disclosures.

9. Prepare and distribute reports and statistical data to support planning and maintenance efforts.

10. Ensure specialty contracts and global shipments have adequate insurance coverage in coordination and guidance with the association’s insurance broker.

11. Responsible for international and domestic shipping coordination, including research, communications, and document preparation (including customs) for both outbound and inbound equipment and parts.

12. May be designated to serve as Association’s back-up grants facilitator, working in coordination with the Grant and Contract Manager.

13. May assist Association’s management in coordinating, gathering, analyzing, summarizing, and preparing recommendations on sourcing strategies, practices and procedures.

15. Represent the Association in a professional manner through discretionary involvement in community affairs and organizations.

16. Responsible for preparation and issuance of purchase orders to vendors at the power generation facility. Places orders and procures services and material upon approved requests at the power generation facility.

17. Monitor and resolve delinquent deliveries, order discrepancies, damage claims, and outbound shipment coordination at the power generation facility.

The above items are not intended to be all inclusive of the essential functions or requirements of this type of work as they are subject to change based on operating necessity. The employee will also perform other related business duties as assigned.

ESSENTIAL POSITION REQUIREMENTS

Procurement Agent I

• Qualified candidates are required to have:

• High School diploma or equivalent.

• Five (5) years of demonstrated progressive experience and relevant proficiency.

• A valid driver’s license and a driving record, which is acceptable by the Association’s Driving Policy and insurable by the Association and the Association’s insurance carrier at standard group rates.

• Preference may be given to those with:

• Postsecondary education such as a bachelor’s degree.

• Purchasing, contracting, or utility related experience.

Procurement Agent II

• Qualified candidates are required to have:

• High School diploma or equivalent.

• Mastered specific functions of the Procurement Agent I level.

• Five (5) years of demonstrated progressive experience preferably in the utility industry.

• Two (2) years of Association experience demonstrating mastery in most Procurement Agent essential functions.

• Qualified candidates must have a valid driver’s license and a driving record, which is acceptable by the Association’s Driving Policy and insurable by the Association and the Association’s insurance carrier at standard group rates.

• Preference may be given to those with:

• Postsecondary education such as a bachelor’s degree.

• Purchasing, contracting, or utility related experience

• Relevant education or certifications in procurement, contracts, or supply and logistics.

KNOWLEDGE, SKILLS AND ABILITIES

• Support a culture of safety excellence through active involvement in safety improvement and promote a sense of shared responsibility for safety.

• Knowledge of math concepts such as but not limited to algebra and geometry.

• Knowledge and skill in customer and public relations.

• Skill in negotiating, writing, reading, and interpreting contractual agreements.

• Skill in managing multiple projects and deadlines.

• Skill in analyzing processes for efficiency and making recommendations for improvements.

• Skill in composing contracts, requests for proposals (RFPs), letters, memos, and reports.

• Skill in Microsoft Office Suite products.

• Skill in effective and professional verbal and written communication.

• Skill in analyzing processes for efficiency and making recommendations for improvements.

• Ability to meet critical deadlines.

• Ability to maintain quality standards in all interactions relating to the procurement process.

• Ability to maintain complete confidentiality of confidential information.

• Ability to problem solve in a thorough and logical manner.

• Ability to work independently and efficiently.

• Ability to make sound judgements based on presented data.

• Ability to use a variety of scheduling, budgeting, database applications, and inventory software.

• Ability to achieve consensus.

• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

• Ability to facilitate cooperation between work groups and work functionally across all levels of the organization.

• Ability to self-motivate improvement based on successes and failures.

• Embrace and embody the Association’s Core Values through decisions, actions, attitude, and behavior to directly contribute to the success of the organization.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position; this list is not inclusive of all the physical demands that may be required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Physical demand activity percentages:

• Major occurs 60% or more of work time.

• Moderate occurs between 20-60% of work time.

• Minor occurs less than 20% of work time.

• Physical demand requirements:

• Ability to understand, read, and carry out written instructions.

• Ability to understand, read, and verify documents electronically, verbally, or hard copy.

• Major amount of finger use, feeling/touching of items, communicating, hearing, and seeing.

• Moderate amount of sitting.

• Minor amount of standing, walking, lifting/carrying/pushing up to twenty-five (25) pounds, stair climbing, ladder climbing (if at all), balancing, kneeling, crouching, crawling, turning/twisting, bending at waist, handling of items, eye-hand coordination, foot-hand-eye coordination, and depth perception.

ENVIRONMENTAL CONDITIONS

• The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• This position primarily works in an office setting, however, must be able to travel to various offices, meetings, seminars, or project work sites, etc.

EMPLOYMENT STATUS

This position is classified as a non-exempt, non-represented position, and is eligible for overtime compensation based on both Federal and State of Alaska laws. All Association employees are expected to work widely varying amounts of either (1) unscheduled overtime such as during power restoration activities; or, (2) scheduled overtime required to accomplish special projects.

MEA requires a post offer drug test. Any positive test result or refusal to consent will disqualify an applicant from employment.

MEA is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Individuals with disabilities requiring a reasonable accommodation(s) to participate in any portion of the application or interview process should advise MEA in advance by calling 907-761-9218.

Applicants must be currently authorized to work in the United States on a full-time basis.

To apply, please visit www.mea.coop to submit an application by the closing date.

Matanuska Electric Association, Inc.

163 East Industrial Way (P.O. Box 2929), Palmer, Alaska 99645

Telephone: (907) 761-9218/ Fax: (907) 761-9264

MEA is an Equal Employment Opportunity Veterans/Disabled employer.

Benefits Include

• 401(k) matching 2%

• Medical, Dental, Vision insurance

• Life insurance 100% paid by MEA

• Long Term Disability 100% paid by MEA

• Employee assistance program

• Paid time off starts at 3.385 hrs/wk

• 11.5 paid holidays per year.

• Retirement Defined Benefit plan/Pension