Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Perform complex duties and responsibilities in support of the City's centralized purchasing program including the purchase of supplies, materials and services; ensure compliance with City purchasing rules, regulations, policies and procedures; and perform a variety of duties relative to assigned areas of responsibility.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Contract Administrator.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Perform complex duties in support of the City's centralized purchasing program; receive certification of informal quotations, purchase requisitions and specifications from City departments for needed goods and services; based on established price limits, prepare purchase orders and send to vendors or prepare formal competitive solicitations for processing; as required, prepare and send formal award recommendation to appropriate staff, City Manager or City Council for approval.
2. Coordinate competitive solicitation process; develop invitations to bid or requests for proposal; provide public notification of bid/proposal; coordinate and document solicitation openings; monitor evaluations of solicitations and coordinate acceptance and award of solicitations.
3. Purchase supplies, services and equipment; review and process requisitions; prepare and obtain quotations; prepare and issue purchase orders.
4. Maintain contracts and negotiate with vendors; stay informed of new products; develop new sources of supply; process claims with vendors for damaged materials; monitor invoices and evaluate vendor performance; monitor existing vendor contracts; review terms, conditions and performance relative to contract.
5. Coordinate activities with other City departments and with outside agencies; consult with departmental representatives on purchasing needs, specifications, areas of standardization, procedures, complaints and special problems including obtaining special application materials; prepare cost estimates for budget recommendations.
6. Recommend and assist in the implementation of goals and objectives for assigned programs and functions; implement policies and procedures; evaluate operations and activities of assigned responsibilities; recommend improvements and modifications.
7. Investigate sensitive or unusual issues or complaints related to suppliers, products or assigned projects; provide technical advice and assist in resolving concerns.
8. Prepare and maintain a variety of records and logs; research and prepare a variety of reports.
9. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Operations, services and activities of a centralized procurement program.
Purchasing procedures and practices.
Negotiation techniques.
Principles and practices of contract administration.
Principles and practices of a formal solicitation process.
Supplies, services and equipment typically used in municipal services and the sources for such products.
Construction procurement.
Modern office technology and equipment, including computers and related software applications.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Perform complex duties in support of a centralized procurement program.
Evaluate quality and price of products to judge suitability of goods and alternatives offered.
Develop new sources of supply.
Ensure compliance with City and mandated procurement rules, regulations and standards.
Analyze, evaluate and modify purchasing methods and procedures.
Prepare written and oral presentations including technical presentations.
Advise City staff in requisition and purchasing procedures.
Maintain accurate procurement records.
Operate and use modern office equipment including computer and various software applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Four (4) years of increasingly responsible professional procurement experience.
Training:
Bachelor’s degree from an accredited college or university with major course work in purchasing, accounting, business administration, or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, certification as a Certified Professional Public Buyer (CPPB) or Certified Professional Public Officer (CPPO) or NIGP Certified Procurement Professional (NIGP-CPP) is desirable.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment; exposure to computer screens.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the job’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.