Procurement/Contract Specialist

This position assists in processing and managing financial information and documentation of the City's financial activities.

JOB SUMMARY

This position purchases or negotiates to purchase commodities and services for the City; consults with departments in assessing requirements and developing specifications for procurement of commodities or services; prepares and conducts formal and information competitive bids; reviews contracts.

MAJOR DUTIES

• Maintains records and prepares reports, including vendor performance statistics.

• Assists with training department staff of purchasing policies and procedures

• Processes and tracks contracts though the required approval process and resolves delays

• Negotiates contract terms and scope of work.

• Writes Blanket Purchase Agreements for use by all City departments.

• Analyzes Request for Purchase Order (RFPO) to verify completeness and accuracy and to determine the commodity or service required; confirms with departments as necessary.

• Communicates decisions regarding the fulfillment of RFPOs with the requesting department to ensure a collaborative process.

• Develops, in coordination with departments, and publishes solicitations for department purchases.

• Prepares and conducts formal and informal solicitations for a wide variety of commodities and services utilized by the city.

• Places orders and negotiates with vendors as required.

• Monitors market conditions; conducts research to locate vendors and makes product comparisons.

• Evaluates the benefits of purchasing from State or cooperative agreements compared to conducting a City solicitation.

• Reviews transactions to ensure compliance with laws, regulations and policies.

• Assists with the disposal/auction of surplus City assets.

• May be assigned the designation of Purchasing Agent for the City.

• Performs other duties as assigned.

KNOWLEDGE AND SKILLS REQUIRED

• Knowledge of relevant federal and state laws, City ordinances and Department polices and procedures.

• Knowledge of public sector procurement including bidding process, purchasing and contracts.

• Knowledge of techniques for providing a high level of customer services by effectively dealing with vendors, contractors and City staff.

• Ability to prepare clear, accurate and concise reports.

• Ability to make accurate arithmetic calculations.

• Skill in utilizing financial computer software programs and various spreadsheets, word processing and database software packages.

• Skill in operating office equipment such as computer and calculator.

• Skill in organizing and prioritizing work; meet deadlines.

• Skill in dealing with the public.

• Skill in oral and written communications.

SCOPE AND EFFECT

The purpose of this position is to provide specialized purchasing and contracting expertise to the City. Successful performance helps ensure the proper management of City Resources.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The work is typically performed while sitting, standing or stooping. The work is typically performed in an office.

SUPERVISORY CONTROLS

This position reports directly to the Finance Manager.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None

MINIMUM QUALIFICATIONS

• Two (2) years of experience performing purchasing or contract administration and functions.

• the following designations are preferred: Certified Public Procurement Officer (CPPO) or Certified Professional Public Buyer (CPPB).

• Ability to be bonded

• Ability to utilize basic computer applications.

FLSA Status: Exempt

Pay Grade: 16