Procurement Officer
Employment Type : Full-Time
This position reports directly to the Director of Operations as the subject matter expert for all Alaska Permanent Fund Corporation (APFC) procurement functions, including conducting informal and formal statewide and national solicitations. As a lean organization that operates fast-paced, the administration of institutionally critical contracts requires professionalism, independent judgment, and extensive knowledge of the State Procurement Code, APFC procurement exemptions, regulations, policies, and procedures. It is not uncommon for the incumbent to work directly with the C-Suite and Investment Directors. As the subject matter experts, these key members will rely on this position to execute the procurements necessary to conduct business nationally and internationally.
APFC continuously focuses on its core values: integrity, stewardship, and passion. As part of the Administrative team, this position will represent their team but will often represent the Corporation as a whole. In doing so, this position must demonstrate APFC’s values, be collaborative, and team-oriented.
Key Attributes
- Exceptional written and verbal communication.
- Strong ability to build strong relationships with internal and external stakeholders.
- Aptitude for analyzing facts and documents accurately, determining which of the requirements and procedures apply, then applying them to the facts and circumstances.
- Ability to analyze bids, proposals, and provide relevant recommendations.
- Thorough knowledge of governmental procurement, contracting and leasing procedures, policies, regulations, and the American Bar Association model procurement code.
- Effectively prioritize and execute tasks in a high-pressure environment.
- A belief that excellent outcomes come from great teams.
- Demonstrate the ability to collaborate well in small, informal, and formal team environments.
- Intellectual curiosity and excellent attention to detail.
- Self-motivation and strong sense of personal and professional integrity.
- Technology savvy with the ability to learn quickly.
Principal Responsibilities
Procurement
- Conducts formal and informal procurement for services, commodities, supplies, and equipment.
- Researches and makes recommendations for alternative products for significant purchases such as investment-related virtual data and analytic tools.
- Utilizes State of Alaska Statewide Contracts and National Contracts to procure needed products/services.
- Processes purchase requests and purchase orders.
- Independently develops or facilitates the development of; procurement specifications, contract terms and conditions, pricing and invitations for bid solicitation documents, requests for proposals, leases, and contracts.
- Issues routine, medium complexity bids and proposals, including evaluating responses, tabulating results, preparing abstracts – noting discrepancies, and sending information to bidders.
- Conducts highly complex solicitations with the assistance of APFC subject matter experts.
- Assists with meetings as a team member to provide direction and guidance regarding purchasing strategies.
- Prepares written determinations and requests for alternate procurements as necessary and required.
- Prepares contract amendments and formal procurements.
- Reviews, processes, and monitors the receipt of ordered goods and services.
- Maintains required procurement documentation and filing system.
- Maintains the required procurement certifications and continuing education.
- Establishes annual contract payment budgets in the accounting system, tracks contract payment histories, and tracks and modifies services as needed.
- Coordinates supplementary tasks resulting from procurement requests, i.e., relocation of personnel and corporate office space, office space reconfigurations, etc.
- Procuring, supporting and securing all corporate technology and physical properties.
Backup Functions
- Provides support for travel booking and expense reconciliation
- Assists with onboarding new employees, i.e., ordering assets, office supplies, issuing travel credit cards, etc.
- Acts as the backup for Accounts Payable
- Assists support staff in processing records according to the records retention schedule
- Along with the Admin Specialist, reconciles the corporate credit card accounts
Required Qualifications
- 3+ years of professional procurement experience requiring contact with program experts to develop solicitations, product specifications, or scope of work for professional services.
- This position is equivalent to the State of Alaska - Procurement Specialist II/III or Contracting Officer II/III
- Must have State of Alaska Procurement Officer Certificate Levels I, II & III
- Experience to comprehend and apply relevant statutes, regulations, and policies
- High degree of professionalism and confidentiality
- Ability to balance daily tasks with deadline-based projects
- Solid technical proficiency including entire MS Office Suite
- Must have demonstrated track record of outstanding organizational abilities
- Exceptional written and verbal communication as well as superior customer service
- Effectively prioritize and execute tasks in a high-pressure environment
- Combination of education and work experience may meet the minimum qualification
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may be added, removed, or changed at any time with or without notice.
AAP/EEO Statement
APFC provides equal employment and advancement opportunities to all. APFC follows all applicable Federal and State laws and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other class protected by law.
Admin Overview
The Admin Team at APFC consists of five talented individuals who continuously come together as a team to keep the APFC gears turning smoothly with discretion and fortitude. The Admin Team prides itself on ensuring our part of every process is done accurately and consistently, allowing the members of our team to focus more of their time on their jobs. We expect each member of our team to pursue additional training to grow and develop professionally and personally.