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DUTIES & RESPONSIBILITIES
- Coordinates a decentralized purchasing system that reviews and processes purchase requisitions for materials, supplies, capital equipment and contract services, including checking for completeness, accuracy, funding availability and conformance with Federal, State and City purchasing laws and ordinances.
- Obtains price quotes to ensure that competitive pricing alternatives are considered.
- Works independently and with City departments on developing bids and request for proposals, project timelines and writing/reviewing specifications for various commodities and services.
- Releases solicitations to vendors; receives submittals from vendors; reviews submittals as to cost, conformance with specification, and vendor reliability and service. Tabulates and analyzes bids to assist in determining lowest and/or best bidder.
- Assist in investigations of suppliers by comparing prices, specifications, and delivery dates in order to decide on a selection of suppliers or award contracts to bidders.
- Maintain bid opening date, time, and calendar records.
- Represent the city by conducting and/or attending events such as pre-bid meetings, bid openings, pre-construction meetings concerning bids and construction projects, proposal evaluation meetings and other procurement related meetings as assigned.
- Prepares correspondence to departments, division heads and outside vendors.
- Maintains records of purchases and contracts so that analysis can be made in order to optimize opportunities for improved sources, distribution of business, prices and terms relative to changing economic conditions.
- Monitors contracts to gather historical data and ensure compliance and to facilitate a timely renewal process if applicable.
- Administers, monitors, maintains and acts as the liaison between internal customers and vendors by assisting in the resolution of performance issues, disputes and claims.
- Maintains and updates a purchasing procedures manual and other informational brochure for City Staff and vendors.
- Visa purchasing card administrator.
- Records maintenance of city’s fixed assets, additions, transfers and deletions.
- Initiates enhancements and innovative purchasing techniques and makes recommendations to the Finance Director.
- Performs analysis with other agencies to provide cost effective municipal services.
- Meets attendance requirements.
- Promotes consumer friendly environment within the department.
- Performs related duties and responsibilities as required.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE REQUIREMENTS
- High school or general education degree (GED) from an accredited institution is required.
- Bachelor’s degree from an accredited college or university with a major in Business Administration, Public Administration, Accounting, Finance or related field is preferred.
- Three (3) years of progressive purchasing experience in local government environment is desired.
- Certification as Certified Professional Public Buyer (CPPB), Certified Professional Public Officer (CPPO), Certified Purchasing Manager (CPM), Certified Professional Contract Manager (CPCM) or related certification is desired. Must be able to attain certification or re-certification within three years of employment date.
LANGUAGE SKILLS
- Ability to deal with the general public in a professional, courteous manner.
- Ability to develop and maintain good personal relationships with other employees and the public.
- Ability to clearly and effectively communicate both verbally and in writing, the policies, procedures and services of the purchasing office and to assimilate and understand information, in a manner consistent with the essential job functions.
REASONING ABILITY
- Ability to follow and apply common sense understanding, to carry out instructions furnished in written and oral form.
- Ability to deal with problems involving several variables in standardized situations when immediate guidance from the supervisor may not be available.
- The applicant must demonstrate ability to plan and organize.
OTHER SKILLS AND ABILITIES:
- Knowledge of principles and practices of purchasing administration and materials management.
- Knowledge of applicable Federal, State and City laws and policies governing purchasing, bidding and contract administration.
- Demonstrated analytical skills with the ability to analyze financial data and prepare reports.
- Ability to coordinate the work of others and multiple projects at one time.
- Ability to show proficiency in the use of personal computers (including Microsoft Suite applications such as Word and Excel) and small office machines.
- Ability to make sound decisions in a manner consistent with the essential job functions.
WORK ENVIRONMENT/ADA: While performing the duties of this job, the employee is regularly required to sit for long of periods of time performing repetitive functions. The employee must be able to access file cabinets for filling and retrieve data. The employee must have the ability to sit at a desk and view a screen for extended periods of time.
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