Procurement Officer Apprentice

SUPERVISOR: Chief Procurement Officer

JOB GOAL: To support the District's procurement and purchasing operations while developing

the knowledge, skills, abilities, and certifications necessary to perform public procurement

functions in accordance with federal regulations, New Mexico Procurement Code requirements,

Board policy, and District procedures under the direction of the Chief Procurement Officer.

This position is intended to provide progressive training and experience in public procurement

to prepare the employee for increased procurement responsibilities and potential advancement

opportunities within the District.

ESSENTIAL JOB FUNCTIONS:

• Assist the Chief Procurement Officer in ensuring District procurement activities comply with

the New Mexico Procurement Code, NMAC procurement regulations, federal requirements,

Board policy, and District procedures.

• Receive, examine, review, and process purchase requisitions; manage the tracking of all

Purchase Orders issued.

• Collect specifications and other necessary documentation related to the purchase of

professional services, supplies, materials, and equipment for formal procurement methods.

• Assist with the solicitation, collection, evaluation, and award processes for bids, proposals,

and other procurement methods as directed by the Chief Procurement Officer.

• Assist District staff in identifying vendors that provide needed goods, materials, supplies

and/or services.

• Monitor related party transactions and report potential conflicts of interest.
• Communicate with vendors regarding new vendor account creations, vendor file

information, products, price quotations, and other procurement related issues.

• Assist with the maintenance of the District's Vendor database.
• Maintain a complete and accurate record of all documentation related to assigned

responsibilities; maintain the District's original record for all procurement awards, contracts,

leases and other agreements.

• Investigate vendor complaints; work with Accounts Payable, Warehouse and other District

staff to troubleshoot and resolve issues.

• Manage the Open Encumbrance aging process.
• Assist with the annual District Audit, as required, for review of the Procurement function.
• Assist in the training of District staff and provide technical support in the use of Infinite

VISIONS Purchasing Module and the District's procurement process.

• Assist with the maintenance of the electronic bidding procurement system.
• Assist with contract administration activities, including monitoring contract terms, renewal

dates, amendments, and required documentation.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in accounting, Business Administration, Finance, or a related field, or the

ability to obtain such degree within two (2) years of employment.

• NM Chief Procurement Officer (CPO) Certification or ability to obtain within one (1) year of

employment.

• At least three (3) years of experience in business, accounting, finance, purchasing,

procurement, or related administrative functions; experience in an educational or

governmental purchasing/procurement function is preferred.

• Proficient in the use of information technology, including Infinite VISIONS or other

procurement management systems, and MS Office software.

• Ability to learn, interpret, and apply applicable federal and state laws and regulations,

including the New Mexico Procurement Code, New Mexico Administrative Code (NMAC)

procurement regulations, District policies, administrative regulations, and internal control

procedures.

• Ability to establish and maintain effective working relationships with the public and District

staff;

• Ability to effectively communicate verbally and in writing.
• Ability to maintain confidentiality and exercise discretion in handling procurement records,

vendor information, bid responses, and contract documents.