Sr. Procurement Specialist

Description

Performs professional level tasks associated with formal and informal purchasing involving of a wide variety of materials, supplies, equipment, construction and services for the City. Assists in the administration of the City’s procurement system. Ensures that procurement processes, vendor data and documents are accurate and in accordance with all applicable Federal, State and City policies, regulations and laws. Serves as a back up to the Procurement Manager and performs said duties in the absence of the Procurement Manager.

Examples of Duties

This list may not include all tasks and/or knowledge which may be expected of the employee, nor does it cover all specific duties which may be required. Other duties may be assigned.

• Prepares and distributes formal solicitations (Bids, RFP’s, RFQ’s, QBS) and manages their ongoing processes. Responsible for reviewing, writing, and/or editing scope of work and specifications. Reviews department documentation to ensure compliance to policies and procedures. Verifies budget. Obtains quotations. Prepares bid tabulations; statistical data, narratives, and reports; and various other documents by assignment. Conducts bid lettings, pre-solicitation meetings, site visits and bid openings. Assists with contract administration including but not limited to; developing, executing, issuing, maintaining and monitoring contractual agreements. Participates with evaluation teams to evaluate submittals. Presents ideas clearly, both verbally and in writing, to share acquired information or knowledge; discusses alternatives; and addresses problem/conflict situations. Approves limited source justifications and purchases.
• Responsible for Procurement Processes in the City’s ERP. Reviews, rejects/approves converts requisitions. Enters, processes and prints direct Purchase Orders (POs). Enters, reviews and approves PO Change Orders. Closes POs and Contracts. Creates and maintains bank codes. Vendor Management. PCard Importing. Report execution. Adds and maintains Commodity Codes. Reviews and rejects/approves Accounts Payable invoices above $2,999\.99\. Troubleshoots and resolves system-related issues in Munis.
• Administers a city-wide Procurement Card (PCard) program. Communicates with employees, vendors, contractors, and others responding to questions regarding the PCard program including appropriate use; spending limits; card status; Merchant Category Codes; fraud attempts; and CPA entry, completion, and navigation. Explains and interprets PCard Policy and Procedures. Troubleshoots and resolves system-related issues in CPA. Maintains secured and confidential information and identifies controls to prevent misuse. Imports data into the City’s ERP. Receives and reviews PCard applications and change forms, and approves/rejects according to policy. Monitors and tracks weekly allocations/signoffs. Reviews monthly statement cycle, PCard and database reports, and invoices and assists performing random audits of Statements. Identifies instances of program misuse and reports. Deactivates and removes users when appropriate. Completes weekly, monthly and annual reports.
• Maintains vendor database and assist vendors with the Vendor Self-Service process. Utilizes and works with the ERP system, including vendor-related documents and advanced technical knowledge of vendor module and Vendor Self Service (VSS) web portal. Requires IRS knowledge ensuring that the City, state, and federal laws are being followed. Maintains secured and confidential information. Communicates with Vendors and City staff in order tomaintain continuity of customer service. Troubleshoots, interprets, and resolves errors, and explains business practices and guidelines of vendor management. Works independently and without specific instruction. Assists citywide users in vendor inquiry and getting vendors to register. Communicates best practices for procurement activity and document processes. Processes vendor creation and vendor documents. Assists vendors with VSS application, system questions, and registration process. Responds to inquiries and phone calls from vendors, providing one-on-one communications with vendors, and assistance in web portal and navigation.
• Assists the Procurement Manager with presentations and trainings to employee groups regarding purchasing policies, procedures and programs. Provides one-on-one training as needed. Provide personal attention and web-based assistance to all departments, vendors, contractors and the general public regarding all aspects of the City’s formal procurement processes.
• Manages along with the Procurement Manager citywide accounts for example Warehouse Direct, Amazon, Sam’s Club, etc. This includes set up, maintenance, changes, processing invoices, journal requests, etc.
• Assists with reviewing, writing, and/or editing Procurement \& Council Memos.
• Assists in writing strategic Procurement procedures and/or processes. Develops and updates Procurement Instructional Documents and Procurement Templates.
• Assists in developing a variety of procurement-related documents.
• Assists City staff in understanding and adhering to the City’s Procurement Policies and Procedures.
• Communicates regularly and effectively with coworkers, other City departments, vendors, City management, contractors, suppliers, salespersons, public officials and the general public to establish and maintain effective working relationships.
• Maintains complete and organized files for all procurement to provide an accurate record of activity related to Solicitations, PCards, Vendors, EFT forms, W-9s, 1099s and joint cooperatives. Responsible for fraud prevention protocols related to EFT and ACI payments. Creates, reviews and updates Procurement Reports.
• Researches and reviews survey or other appropriate data for purchasing administration trends and tools, compiling and updating comparable data from similarly governed public agencies. Reviews cooperative purchasing agreements for compliance with City and State requirements.
• Apply independent judgment to procurement actions in accordance with all applicable policy, regulation and law, to include but not be limited to, revised bid opening dates, clarification to bidders on the bidding process addenda to bidders. Prioritizes work assignments. Know when to consult with the Procurement Manager on non-typical, complex procurement situations.
• Assists Procurement Manager with Surplus disposal as directed.
• Has occasional signature authority for the Procurement Manager.
• Assists Accounts Payable and Finance as needed.
• Assists Human Resources as needed regarding independent contractor and employee determinations.
• Fulfills FOIA Requests.
• Processes Accounts Payable 1099s annually and files electronic files with the IRS. Responsible for annually preparing the Accounts Payable and PCard Portions of the Annual Treasurer’s Report published in the Pantagraph.
• Responsible for fiscal year end Procurement Processes.

Typical Qualifications

General Skill Levels:

Knowledge Of

• Municipal finance, budget and accounting

Ability To

• Handle a variety of sensitive employee information and maintain confidentiality.
• Exercise initiative in the performance of duties and apply independent judgement and technical knowledge.
• Use automated procurement software as well as word processing, excel, Internet and e-mail software, and other applications as needed by the department.
• Organize and process quantitative data quickly and accurately. Ability to prepare moderately complex financial reports.
• Communicate effectively, both orally and in writing in a one-on-one or group setting.
• Research all required data for the completion of tasks assigned.
• Manage functions, resolve conflict and work harmoniously with City employees, vendors, and outside contractors. This position requires continuous contact with employees at all levels of the City and the public, which at times they may have conflicting interests .

Education/Experience

• Associate’s degree (A.A.) with two to four years’ experience in public procurement and/or business administration.
• Experience with Procurement and Vendor modules/management.
• Equivalent combination of education and experience may be accepted.

Certificates Or Licenses

• Certification from the National Institute of Governmental Purchasing (N.I.G.P.), Universal Public Procurement Certification Council (UPPCC), or the National Association of Purchasing Card Professionals (N.A.P.C.P.) is preferred.

Physical Requirements/Working Conditions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Work is majorly performed in an office environment. Work does require some travel to other facilities, offices and work sites.