Purchasing Specialist

Under limited supervision, performs advanced technical and administrative duties in support of the City's centralized purchasing and procurement functions, including formal and informal solicitations, contract administration support, cooperative purchasing activities, and procurement compliance.

Position Snapshot/A Day in the Life: The Purchasing Specialist will be part of the Purchasing Division of the Finance Department and will be working along with the Contracts Analyst and two Buyers. The typical day may include drafting RFP's and formal bids and supporting Purchasing staff as needed. Assist staff in other departments by providing guidance on purchasing policies and procedures and conducting training sessions. Post bids online and monitor bids throughout the bid process including contract routing. Support departments with the City's ERP Purchasing module.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Exercises independent judgment in coordinating procurement activities, interpreting purchasing policies, and ensuring compliance with applicable public procurement requirements.
• Coordinate, monitor and participate in the purchasing of commonly used materials, supplies and equipment for the City.

• Coordinates and administers procurement processes including purchase orders, informal and formal solicitations, contract documentation, change orders, and legal advertisements in accordance with City policies and applicable regulations.
• Conducts formal pre-bid meetings and receives bid documents; examine and evaluates bids for compliance and assists in the evaluation.
• Reviews the preparation of contracts, purchases requisitions, and purchase orders as prepared by support staff.
• Assist with staff training and develop continuous improvement programs.
• Reviews and analyzes requisitions to determine sources of supply, contacts vendors regarding prices, quotations, and specifications.
• Participates in the preparation of bid specifications and other necessary documents related to the purchase of supplies, equipment, and materials.
• Confers with departmental representatives to determine purchasing needs; coordinates with vendors and receiving departments regarding deliveries.
• Assist with the sale and disposal of surplus City property, supplies, and equipment.
• Assists in the preparation of routine purchasing correspondence and bid documents.
• Participates in the selection and evaluation process of support staff.
• Coordinates the cooperative purchasing program with City departments and outside agencies; creates contract agreements for Public Works department, verifies documentation, ensures appropriate licensing, and manages quotes for requisitions.
• Establishes and maintains cooperative working relationships with those contacted in the course of work.
• Effectively communicate, both verbally and in writing, with a variety of audiences.
• Maintains prompt and regular attendance.
• Sound judgement and attention to detail.
• Perform any other tasks or functions deemed necessary to the daily operations of the employer or as the situation requires.
• This position is always evolving. Therefore, employer reserves the right to modify this job description as necessary.

THE ABOVE LIST OF ESSENTIAL FUNCTIONS IS NOT EXHAUSTIVE AND MAY BE SUPPLEMENTED AS NECESSARY BY THE EMPLOYER.

WORKING CONDITIONS:Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing documents and reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer, and acute hearing is required when providing phone service and communicating in person.

A combination of experience and training that would provide the required knowledge is qualifying.

Knowledge of:

• Federal, state, county and city regulations regarding purchasing methods and practices.
• Materials, supplies and equipment used in municipal services and the sources of such products.
• Principles and procedures of financial record keeping and reporting.
• Accounting, budgeting, and accounts payable practices and procedures.
• General laws and regulations applicable to the formal bidding process.
• Modern office procedures, methods and equipment.
• Current personal computer work processing and spreadsheet applications.
• Excellent problem-solving skills.
• Familiarity with purchasing standards, practices, and regulatory requirements.
• Relevant tools, software, and/or technology used within the role.
• Understanding of organizational policies, procedures, and best practices.
• Principles and practices of excellent customer service.
• Safe work practices, OSHA regulations, and workplace health and safety procedures to ensure a safe working environment.

• Use a personal computer, telephone, and other electronic devices, to access information, complete documentation, and communicate effectively.
• Understand and follow both oral and written instructions accurately.
• Identify issues, evaluate data, and implement effective solutions (problem solving).
• Manage multiple priorities and meet deadlines.
• Work collaboratively with others in a team environment.
• Perform tasks accurately and thoroughly, with a focus on quality.

Successful candidates will be required to complete an annual Statement of Economic Interest Form (700 Form) and bi-annual ethics training pursuant to AB 1234.

Required Question