Employee performs specialized administrative work in a purchasing function which involves purchasing a wide variety of commodities for all departments and divisions of the City. Work involves the purchase of uniforms, supplies, materials, chemicals, services, equipment and vehicles all at the desired specs, grade and quality of prices most favorable to the City. Employee will also be responsible for bidding out construction projects. Duties require frequent contact with vendors and with City employees on purchasing matters. The employee has wide latitude for independent judgment and is responsible for all professional purchasing decisions subject to the review of the Purchasing Director.
Duties and Responsibilities
The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.
- Maintains vendor list and processes requisitions and purchase orders.
- Processes, monitors, and approves requisitions, purchase orders, and credit card purchases as directed by the Purchasing Manager.
- Defines contract recommendations that support department business goals in collaboration with senior management and internal customers.
- Establishes and maintains regular written and in-person communications regarding contract activities with organization executives, department heads and end users.
- Participates in new supplier identification/qualification and serves as administrative owner of Purchasing KPI dashboard.
- Provides analytical data and information to support procurement initiatives and contract negotiations.
- Conducts market research to identify potential suppliers.
- Maintains contractor database and monitors contract for performance of essential terms including renewal and expiration protocols.
- Monitors, develops, and reports performance of supplier RFP, ITB and RFQ responses.
- Monitors contract performance for compliance with organizational needs and requirements, including follow-up checks for corrective action.
- Consults with City employees and vendors on commodity needs and specifications.
- Researches and prepares specifications for materials, supplies, and equipment required by the City.
- Receives requisitions, consults vendors, solicits bids and receives and analyzes quotations/bid.
- Issues purchase orders for required signatures.
- Develops sources of supply records, procurement procedures and handles a variety of correspondence and public records.
- Maintains appropriate records of price quotations.
- Works with department heads, division supervisors and City Manager to determine selection criteria for awarding purchase orders and contracts and maintains adequate documentation of the award process.
- Follows up with vendors on delinquent deliveries, defective shipments, or other discrepancies.
- Assures that all City purchases comply with City purchasing procedures.
- Administers certain City-wide contracts (cell phones, building maintenance, pest control, pagers, walk-off mats, etc.).
- Performs other related duties as required.
Knowledge, Skills, and Abilities
- Considerable knowledge of the principles, practices, and legal requirements of centralized governmental purchasing
- Considerable knowledge of sources of supplies and of market and price trends.
- Knowledge of the various types, qualities and uses of a wide variety of material, supplies and equipment required by the City.
- Ability to analyze varied factors involved in bids and to make difficult purchasing recommendations objectively and impartially.
- Ability to review purchasing methods and procedures and to prepare recommendations for improving the purchasing system.
- Ability to induce cooperation and develop working relationships with all City department personnel.
- Ability to deal effectively and efficiently with vendors, suppliers, other governmental agencies, and the general public.
- Ability to communicate clearly and concisely both orally and in writing.
- Proficiency in MS Office Word, Excel, and Outlook and familiar with standard office machines.
- Ability to prepare and review financial documents.
- Ability to operate a computer with working knowledge of analytical spreadsheets and standard financial software.
- Ability to respond to complaints and grievances in a professional and courteous manner.
- Ability to maintain training certifications.
- Ability to use a computer to complete forms and reports.
- Ability to use standard City software as intended.
- Ability to interact effectively with a variety of individuals and groups with varying educational, ethnic, and socio-economic backgrounds.
- Ability to plan and conduct effective and informative public meetings.
- Ability to maintain high ethical standards, both on and off duty.
- Ability to work routinely under highly stressful conditions.
- Ability to maintain a neat and orderly workspace.
- Ability to promote a positive work environment.
- Ability to maintain confidentiality.
- Ability to work independently.
- Ability to follow the chain of command.
- Ability to take accurate notes during meetings.
- Ability to retrieve documents from a filing system.
- Ability to prepare and review financial documents.
- Ability to present department documents.
- Ability to interpret and apply applicable federal, state and local policies, laws and regulations as it applies to purchasing and other financial requirement.
- Ability to pass drug testing as noted in policy.
- Ability to meet all physical requirements of the position.
- Ability to work a flexible schedule, to include overtime, emergency call back, shift work, nights, holidays and weekends to accommodate City needs.
- Ability to sit for an extended period while working in an office.
- Ability to maintain a neat and clean appearance.
- Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.
- Skill in understanding and following oral and/or written instructions.
- Skill in establishing and maintaining effective working relationships with City employees and the public.
- Skill in developing and maintaining effective interpersonal relationships and resolving conflicts with tact and diplomacy.
Minimum Education and Experience Requirements
- Bachelor’s degree in business, Public Administration, or related field experiences.
- Two (2) years of purchasing, accounting, auditing, or other related experience. Municipal government purchasing, accounting/finance experience is desirable.
- Certified Public Purchasing Officer or Certified Purchasing Manager preferred.
- Never been convicted of a felony.
- A citizen of the United States or has obtained legal work status.
- Must pass a detailed background investigation.
- Work evenings, weekends and/or holidays as required.
- Must be able to pass a credit check.
- Possess and maintain a valid Georgia driver’s license with a clean driving record.
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: This position works in an office environment. While performing essential duties of the job, employees work in an environment under constant deadlines, and may be exposed to dust, cleaning fumes, and work around office equipment. The noise level in the work environment may be moderate to loud.