Procurement Specialist

• Develops and maintains all records, files, and documents related to contracts and purchasing activities, from inception through final awarding steps.
• Researches, interprets, and analyzes specifications and requisitions to ensure compliance with legal and organizational requirements.
• Develops specific annual purchasing objectives, including short and long-range commodity objectives aimed at reducing costs and improving service to user units.
• Surveys markets for the best sources or new supply sources, negotiate favorable terms with suppliers, and develops suitable purchasing arrangements, including contracts, blanket orders, and purchase orders.
• Communicates details of purchasing arrangements, such as prices, terms, and methods of handling requirements, to user units and coordinate with departments on critical material needs.
• Handles all inquiries from municipal departments and agencies, prepare information reports, and manage follow-ups with vendors and municipal departments.
• Tabulates and verifies bids, ensuring compliance with legal and specification requirements, and prepares related informational reports.
• Evaluates vendor performance based on prices, deliveries, and product acceptability, and anticipates potential price changes.
• Directs and manages a web-based procurement program, receiving and analyzing quotations through various channels, and supervising the preparation of purchase orders and other formal documents.
• Coordinates all bid-related matters and ensures accurate application to data processing systems.
• Processes purchase requisitions, creates purchase orders, and tracks orders through to delivery.
• Works with and processes various contract documents, including Agreement Forms, Performance Bonds, Labor and Material bonds, Insurance Certificates, and Financial Statements
• Manages contract renewals and amendments.
• Performs related work as required.

• Knowledge of general procurement principles, practices, and methods.
• Knowledge of basic governmental accounting principles, practices, and methods.
• Strong knowledge of bidding processes, contract management, and purchasing principles.
• Knowledge and understanding of or the ability to learn the purposes of various contract documents, including Agreement Forms, Performance Bonds, Labor and Material bonds, Insurance Certificates, and Financial Statements.
• Ability to plan and manage both short and long-term purchasing objectives to optimize costs and services.
• Proficiency in drafting and analyzing specifications, as well as preparing and maintaining detailed records and reports.
• Ability to supervise clerical staff in the preparation of purchase orders and other documentation.
• Strong analytical skills to evaluate quotations, vendor performance, and potential cost-saving alternatives.
• Excellent organizational and planning skills with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment.
• Demonstrated project management skills, and the ability to work well under pressure.
• Excellent communication skills, with the ability to effectively convey information to employees and other stakeholders, as well as write clear and concise reports, memoranda, and presentations.
• Proficiency in using applications such as Word, Excel, and Sharepoint for creating documents, spreadsheets, presentations, and for collaboration.
• Competency in using email clients (e.g., Outlook, Gmail), calendar applications, and meeting platforms (e.g. Teams, Zoom) for scheduling meetings and managing correspondence.
• Experience with ERP systems (e.g. SAP, Oracle).
• Knowledge of contract law and how to interpret and apply laws, rules, regulations to municipal procurement.
• Excellent interpersonal skills: Ability to establish and maintain effective working relationships with internal and external stakeholders including city officials, staff, vendors, and the public.
• Ability to handle sensitive information with discretion and maintain confidentiality of records.
• Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment.

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.