Purchasing Specialist II (Purchasing & Compliance)

SUMMARY In addition to the duties and tasks performed by the Purchasing Compliance Specialist I, the Purchasing Compliance Specialist II is responsible for support activities involved with procuring goods and services for the City, including processing, handling, and maintaining data/records to support procurement operations in the City. Maintains a working knowledge of procurement laws related to their duties and a strong knowledge of City Policies.

The ideal candidate will have strong attention to detail and accuracy, high standards of quality and personal integrity, be a self-starter and good at managing deadlines, able to communicate professionally via telephone, email and in person, be proficient in Microsoft Office Programs (Excel, Word), and possess a strong ability to work collaboratively with varying personalities and work styles.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Reporting relationships, work assignments, and work schedules may be subject to change in order to meet City needs or operational requirements.

Attendance at work and the ability to get along with the public, supervisors, and co-workers are essential elements of this position. Other duties may be assigned.

Processes and approves requisition requests into purchase orders according to City Purchasing Policy. This duty is performed daily.

Managing the Purchasing email, making sure communication is properly routed, set calendar meetings with departments with relevant bid opening information, work with City departments to guide them through standard procurement. This duty is performed daily.

Enter requisition requests for purchases for Legal and other Departments when needed and as requested; including reconciling and releasing purchasing card statements for Legal. This duty is performed weekly.

Amend/change purchase orders upon request and according to City Purchasing Policy. This duty is performed weekly.

Audits the Purchasing Card program. This duty is performed monthly.

Enter new contracts into City software for departments to utilize when needed and monitor contracts for expiration or contract renewal, communicating such with necessary departments for action consistent with the City Purchasing Policy. This duty is performed monthly.

Maintain City online business accounts. This duty is performed monthly.

Assist Purchasing Compliance Manager in training initiatives and process improvements. This duty is performed monthly.

Assist in the administration of the City surplus auction and/or online auction process. This duty is performed monthly.

Perform software testing and submit support cases when necessary. This duty is performed monthly.

Run and provide Purchase Order reports and other financial system reports when needed, as well as download and review statement report from Arvest and input into Munis. This duty is performed weekly.

Create bid documents for standard goods and services, attend bid openings, assist in tasks associated with the bid process, and set up bid room with pertinent documents. This duty is performed weekly.

Maintains Purchasing files, bid folders etc. This duty is performed daily.

Cross train with other positions within the Purchasing Compliance Division of the Legal Department and serve as backup to the Purchasing Compliance Manager and Purchasing Specialist III positions. This duty is performed weekly.

SUPERVISORY RESPONSIBILITIES None.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE High School Diploma or GED equivalent required, night, trade extension, or correspondence school specialized training equal to two years of college, plus 2 years related experience in a professional office environment with increasing responsibilities, prior purchasing experience preferred.

LANGUAGE SKILLSMust possess a basic knowledge of office terminology and business English.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public, and other employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

CRITICAL THINKING SKILLS Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several known variables in situations of a routine nature.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Possession of a valid Driver's License.

Two-year degree or equivalent.

2 years of experience in a professional, business setting or equivalent.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Notary Public.

Bilingual.

SOFTWARE SKILLS REQUIRED

Computer training in Microsoft Office.

Intermediate: Contact Management, Word Processing/Typing.

Intermediate: 10-key, Payroll Systems, Presentation/PowerPoint, Spreadsheet/Excel.

INITIATIVE AND INGENUITY:

SUPERVISION RECEIVED Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

PLANNING Moderate responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work, in addition, the work operations of a group of employees, all performing basically the same type of work.

DECISION MAKING Performs work operations which permit moderate opportunity for decision-making of moderate importance, and which would not only affect the operating efficiency of the individual involved but would also affect the work operation of other employees and/or clientele to a minor degree.

MENTAL DEMAND Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment, or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY/PROBLEM SOLVING Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.

RESPONSIBILITY FOR FUNDS, PROPERTY, AND EQUIPMENT Regularly responsible for property where carelessness or error would result in only minor damage or minor monetary loss. Almost continuous care and attention is required when handling this property in order to prevent loss.

ACCURACY Probably errors of internal and external scope would have a moderate effect on the operations efficiency of the organization component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation.

Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to the requirements of the job.

ACCOUNTABILITY:

FREEDOM TO ACT Standardized. Accepted processes covered by well-defined standardized policies and procedures with supervisory review.

ANNUAL MONETARY IMPACT The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.

Very small. Job creates a monetary impact for the organization up to an annual level of $100,000.00.

IMPACT ON END RESULTS Modest impact. Job has some impact on the organization's end results, but still from an indirect level. Provides assistance and support services that facilitate decision making by others.

PUBLIC CONTACT Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in the normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS Occasional use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable. This class specification should not be interpreted as all-inclusive.

It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description, but which are commensurate with similar levels of responsibility.

ENVIRONMENTAL CONDITIONS The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

PHYSICAL DEMANDSThe physical demands 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 and expectations.

While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to sit, reach with hands and arms; frequently required to walk, use hands to finger, handle, or feel; and occasionally required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision; and color vision.

Moderate diversity, low physical. Work activities which allow for a moderate amount of diversity in the performance of tasks which are not as varied as those positions with high-level diversity and decision-making.

ADDITIONAL INFORMATION

KNOWLEDGE AND SKILLS

Ability to establish and maintain effective working relations with others.

Ability to communicate effectively orally and in writing.

Ability to organize and prioritize workload.

Ability to understand and follow written and oral directions.

Ability to use and knowledge of modern office equipment, including MS Word software.

Ability to effectively operate photographic, video photographic, and sound recording equipment.

Ability to perform related duties and responsibilities as assigned.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.