Procurement Specialist

The City of Bellevue is looking for a Procurement Specialist to be part of the Finance and Asset Management department.  This position will be responsible for the administration of procurement processes including both pre and post-award functions that include specification review, solicitation planning, advertisement, solicitation receiving, bid opening, evaluation and determination of successful bidder, award, retainage, amendments/change order processing, contract development, and closeout.

At the City of Bellevue you'll be part of a team committed to providing exceptional customer service, upholding the public interest and being a part of the community vision. Our people bring unique skills and qualities to the table, embrace the values of honesty, accountability, and commitment to service, and take pride in the work they do. You'll work in an environment where being innovative, collaborative, and future focused are the status quo. Bellevue welcomes the world. Our diversity is our strength. It's what makes The City of Bellevue an exciting place to work, live, and explore.

• Advise customers/clients on procurement requirements and strategize to facilitate and expedite the procurement process, requiring critical thinking and analysis.

• Responsible for overseeing the development and preparation of complex procurement processes, including evaluation criteria, responsibility and qualification criteria, contract terms and conditions, insurance, and retainage/bond requirements.

• Provide guidance to department staff on procurement objectives in terms of solicitation schedule, proper procurement procedures such as evaluation of bid or proposal irregularities, protests, contractor inquiries, prevailing wage, Title VI requirements, OWMBE requirements and federal grant requirements.

• Assist in the procurement process by processing quotes, requisitions, preparing and publishing solicitations, scheduling solicitation openings, coordinating or leading pre-solicitation conferences, reviewing and analyzing contracts, routing contracts for approval and execution, monitoring vendor performance and mitigating claims and disputes.

• Review solicitation and contract documents for compliance with state and local laws, policies, procedures, and other legal requirements associated with public bidding and contracting.

• Support and promote vendor participation in procurement processes, encourage OWMBE and small business participation, conduct outreach efforts and training to vendor community,

• Act as a liaison with department staff, contractors, vendors, and the general public

• Provide research and guidance regarding procurement, mediating and resolving contractual issues, offering solutions to problems, soliciting new vendors, facilitating meetings, and partnering to find solutions.

• Monitor and keep apprised of legislative updates pertaining to procurement

• Make recommendations for improvements and updates

• Maintain vendor contacts, handles adjustments to purchase orders for changes in materials and/or price adjustments and carries out follow-up procedures to expedite or coordinate deliveries.

• Oversees city surplus program to ensure proper disposal and sale of city assets.

• Respond to Public Records Requests

• Manage and update procurement related policy and procedure documents, including but not limited to:

• Job aids and How-To's

• Process documentation

• Process checklists

• Forms and Templates

Supervision Received & Exercised:

• Works under the supervision of the Procurement Assistant Manager (Finance & Asset Management Department).

• No formal supervisory responsibilities.

This position is expected to be fully competent in the City's core competencies for all employees as well as Department Core Competencies.  All competencies identified for this position are listed below:

• Customer Focus: Building strong customer relationships and delivering customer-centric solutions.

• Innovation: The creation of better or more effective products, processing, technologies, or ideas that create positive change for the organization by challenging the status quo, improving what exists and creating new approaches.

• Instills Trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

• Communicates Effectively: Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

• Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.

• Decision Quality: Making good and timely decisions that keep the organization moving

• Nimble Learning: Actively learning through experimentation when tracking new problems, using both successes and failures as learning fodder.

• Manages Complexity: Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.

• Plans & Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals.

• Professional & Technical Knowledge: Demonstrate a proficient level of professional and technical skills and/or knowledge in all aspects of procurement processes and functions.  Proven experience with providing guidance to department staff on procurement objectives and advising customers/clients on procurement requirements and strategize to facilitate and expedite the procurement process, requiring critical thinking and analysis.  Responsible for overseeing the development and preparation of complex procurement processes, including evaluation criteria, responsibility and qualification criteria, contract terms and conditions, insurance, and retainage/bond requirements.

• Functional Oversight: Oversee and administer a process or function to ensure compliance with appropriate laws, policies, and procedures and meet appropriate goals and objectives.  Participate in development of goals, objectives and measures related to the process or function for inclusion in strategic plans.   Propose or participate in process improvements related to the function.  May support clients in accomplishing objectives related to the function.  May be required to work with clients to implement changes to processes or function. Ability to remain flexible to meet constantly changing and sometimes opposing demands.

• Financial Monitoring & Analysis: Monitor and collect data to assess accuracy and integrity; analyze data; ensure compliance with applicable standards, rules, regulations, and systems of internal control; interpret and evaluate results, prepare documentation; create financial reports and/or presentations.

Education & Experience Requirements:

• Graduation from an accredited two-year college or university with a degree in accounting, business, or related field.

• Two or more years of responsible related experience.

• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Physical Demands:

• The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms.

• Vision abilities required by this job include close vision and the ability to adjust focus.

• The employee may be required to push, pull, lift, and/or carry objects up to 20 pounds.

• The noise level in the work environment is usually moderately quiet.