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Job Description
Plexos Group is currently seeking a seeking a dedicated Procurement Specialist to join our Disaster Assistance team. The ideal candidate will support the Finance Bureau with the review of procurements conducted by sub-recipients to verify compliance and will assist during Emergency Operations Center (EOC) activations for emergency procurements. Candidates must be local to the State of New Mexico or willing to deploy 50% of the time to Santa Fe, NM.
RESPONSIBILITIES:
• Support procurement reviews for disaster assistance projects under programs such as FEMA Public Assistance, Hazard Mitigation Grant Program, and Building Resilient Infrastructure and Communities.
• Assist the Chief Procurement Officer with developing both emergency procurements as well as Requests for Proposals (RFPs), Requests for Qualifications, Invitations to Bid, etc., as necessary, including development of scopes of work, bid tabs, RFP packages, etc.
• Coordinate, facilitate, and attend meetings with internal and external stakeholders to complete the procurement process.
• Support the Chief Procurement Officer with development of responses, frequently asked questions sheets, fact sheets, and other resources to support the execution of the procurement process.
• Audit and review purchase requests for accuracy and compliance with policies and regulations. Assist in internal and external audits related to project financials and reimbursement processes.
• Assist with travel and emergency purchases under $60,000, and audit purchase documentation.
• Support the Chief Procurement Officer (CPO) with grant reviews and record management. This includes reviews for internal procurements conducted by the agency, as well as reviews for sub-recipients to verify the compliance and eligibility of projects submitted for reimbursement.
• Ensure procurement activities comply with FEMA and other regulations.
• Work closely with other departments, such as auditing/reimbursement, legal, and disaster recovery teams, to ensure communication on active efforts. Serve as a primary point of contact to the Chief Procurement Officer and, as required, assist the Chief Financial Officer, Grants Bureau Chief, and Deputy Cabinet Secretary for Finance.
• Ensure all financial transactions comply with federal, state, and local regulations, as well as company policies.
• Analyze financial data related to disaster recovery projects to provide insights and recommendations for improving procurement processes and implementing cost-saving opportunities.
• Identify and mitigate financial risks associated procurement for all active disaster assistance projects, and support supply continuity with active efforts.
• Review a financial statements and reports related to procurement and contract management, for accuracy and timeliness. As necessary, augment the team with preparation of required reporting.
• Assist teams with obtaining and recording accurate project work records and reporting related to procurements. Support comprehensive document retention in compliance with State and Federal requirements.
• Attend meetings with various stakeholders and provide technical advice and support as needed, including state, county, and municipal leaders. Address questions, concerns, and next steps related to procurement.
• Ensure recipient and sub-recipient compliance with FEMA and State requirements for active disaster assistance programs.
• Maintain a regular work schedule and work extended hours when needed.
This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.
MINIMUM QUALIFICATIONS:
3 to 5 years of work experience in financial and procurement management preferably within disaster response or public assistance programs. Strong analytical, organizational, and communication skills. Proficiency in financial software and Microsoft Office Suite. Bachelor’s degree from an accredited college or university in finance, accounting, business administration, or a related field.
Preferred:
Master’s degree from an accredited college or university with major course work in emergency management, accounting/auditing, finance, business management, construction management or public administration is preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
• Knowledge of federal procurement regulations under 2 CFR.
• Knowledge of procurement regulations under the State of New Mexico.
• Ability to manage procurement logs and handle emergency procurements.
• Strong negotiation, analytical, and organiza
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