FLSA Status: Exempt
The purpose of this position is to provide responsible specialist and administrative support to the Director of Finance and other departmental staff in the procurement process for the City of University City. The city's purchasing agent who, shall contract for, purchase, store and distribute all supplies, materials and equipment required by any department of the city. Work responsibility, complexity, confidently, and discretion are exceptionally high. The employee must be able to independently complete routine matters, assignments, and public contact work. Work environment is fast paced, demanding, challenging, and rewarding. Position reports directly to Finance Director.
The following duties are normal for this position, but not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.
- Responsible for maintaining compliance for the City with regard to rules and regulations established by ordinance, the procurement manual, Administrative Regulations, and the Employee Handbook, among others.
- Analyzes City purchases to determine the best value proposition for the City (i.e. negotiation, single feasible/sole source, emergency purchase, multi-year contract, utilizing bulk buy opportunities, researching new products and procurement trends and reviewing/utilizing public agency cooperative contracts)
- Superior administrative and writing, editing skills with an eye for detail.
- Regular data analysis, research, report writing. Provides responsible professional oversight of the city-wide procurement process, including establishing controls, quality and consistency to ensure the City is compliant with federal, state, and local laws.
- Manages all phases of the City's Bid Process: Prepares Bids/RFPs in coordination with originating Department; Conducts pre-bid, bid opening and other related meetings; Responds to vendor inquiries regarding Bids/RFPs; Tabulates and evaluates bids for compliance to specifications and makes recommendations for award in cooperation with the originating Department; Negotiates contract terms in cooperation with the originating Department; Notifies vendor of selection at the request of the originating Department.
- Reviews and approves contracts, requisitions and purchase orders in the City's computer system, evaluates bids/proposals, conducts market surveys and resolves problems with vendors, all in accordance with formal bid procedures, the City's Code of Ordinances and applicable state and federal laws, rules and regulations.
- Prepares contracts, renewals and amendments, as required, for the purchase of goods and services.
- Provides assistance to all departments regarding the City's purchasing ordinances and policies and applicable state and federal purchasing laws, rules and regulation.
- Exercises considerable independent judgment and initiative in reviewing and evaluating departmental requests and specifications, incoming bids and proposals and the resolution of problems. Uses complex evaluation procedures, sometimes requiring analysis of life-cycle costs.
- Maintains maximum competitive structure to ensure the City is receiving the best value in all purchases.
- Main point of contact for vendors and vendor representatives. Responsible for maintaining vendor file in City's computer system, fostering relationships with City suppliers and evaluating vendors' service and performance to ensure the City's vendors are meeting expectations.
- Maintains Contracts Module of the City's financial software suite.
- Coordinates with department personnel to ensure that adequate information is received to allow the department to recommend the "best and lowest bid". May supply supporting information to department when asked in their recommending other than the low bidder.
- May test, or assist in testing, supplies and equipment offered by vendors.
- Provides verbal and/or written guidance, as requested or required, to various offices, departments and agencies to ensure proper long-term budgeting and planning for purchasing of goods and services.
- Reads and reviews publications and ordinances to keep abreast of changes to legislation that impact the purchasing function.
- Serves as Administrator of City-wide accounts (i.e. PCard Program, Fuel Card Program, Office Supply Contract, Amazon.com, surplus auctions, etc.)
- Manages contracts for City-wide purchases of goods and services.
- Perform end of year processes, including but not limited to: issuing vendor 1099s, preparing budget amendment re-appropriations, re-appropriations of purchase orders, etc.
- Develops procedural manuals and forms, makes recommendations when a current policy or procedure is ineffective.
- Assign and review tasks in conjunction with duties and responsibilities listed above.
DESIRED KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to function well under pressure and under short deadlines.
- Must be especially courteous and customer-service oriented.
- Ability to teach others processes and procedures.
- Special ability to work as a team member and to foster a teamwork environment.
- High degree of skill in computer-based spreadsheets, scheduling, and work processing software programs.
- Ability to quickly exhibit understanding of City and Departmental programs, policies and operations.
- Ability to make work decisions, and exercise initiative and judgment in carrying out work assignments.
- Ability to prepare and maintain departmental records of considerable complexity and to prepare reports/forms from such records.
- Ability to establish and maintain effective working relationships with other employees and the public.
- Ability to balance and prioritize simultaneous calls and complex work assignments.
- Ability to be extremely accurate and precise in written and verbal communications.
- Must have an eye for details.
- Ability to cope with frequent interruptions and adapt to current needs in a fast-paced environment.
- Sense of creativity, initiative, and desire to consistently exceed requirements and expectations.
- Process Sunshine Law requests from City Clerk
- Post meeting notices, meeting minutes, etc. on City Calendar and onsite, as needed.
- College degree preferred or qualifying experience that demonstrates proficiency in the above tasks and responsibilities.
- Preferably 3-5 years of experience in a related field
- Demonstrated proficiency with MICROSOFT Word, Excel, Publisher, Outlook, and PowerPoint and ability to teach others.
- Professional Buyer certification by the National Institute of Government Purchasing Agents preferred.
- The office environment is typical with no unusual requirements. Some travel between locations may be required.