PURCHASING SPECIALIST III

POSITION SUMMARY

Under general supervision of the Procurement Official, the Procurement Specialist II will assist the Procurement Official in daily task, including but not limited to assisting the various departments with the procurement of goods, services, construction and professional services while ensuring compliance with the City's Purchasing Policy, State Purchasing Act (Official Code of Georgia Annotated in (O.C.G.A.) Section 50-5-50 et seq.), Georgia Statutes, City Charter, as well as state, local, and federal laws. Provides professional level category support in a variety of procurement activities. Participate in on-going category and vendor performance management, review purchase orders, purchase requisitions, bids, specifications. Prepare and maintain a variety of purchasing and procurement related records, files, lists and forms; respond to inquiries and provide information regarding purchasing and procurement activities; and perform other work as required.

MAJOR DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Negotiate contract agreements for products and services; assess contractor performance to identify the need for amendments; prepare and edit contracts between the company and potential clients.
• Assists the Procurement Manager in the formulation of office policies, procedures and programs as they pertain to the procurement operations.
• Ensure compliance with legislation, internal guidelines, regulatory requirements, and funding source (grant) requirements.
• Reviews, corrects and researches department's specifications, scopes of services, statements of work to ensure competitive and non-restrictive requirements.
• Manages, prepares, and analyzes competitive sealed bids through Invitations to Bid (ITB's), competitive proposals through Request for Proposals (RFPs), Requests for Qualifications (RFQs), and Requests for Quotations (RFQs), Requests for Information (RFI), Sole Source, etc.
• Prepare and post solicitations for advertising. Prepare notices and posts on the Georgia Registry.
• Evaluate vendor responses for responsiveness, responsibility, and compliance with solicitation requirements.
• Conduct pre-bid/proposal meetings/conferences and bid openings.
• Performs solicitation award process, prepares requisitions for the issuance of purchase orders and/or draft and route contracts for execution award as required.
• Prepare memoranda and forms for solicitations, make recommendations for award/rejection of solicitations, or responses to vendor issues.
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up.
• Perform contract management, coordinate and maintain City contracts, services, and leases.
• Reviews and analyze existing contracts prior to expiration to assist with determining whether the contract should be renewed or re-solicited and prepares recommendations for renewal and process contract renewals.
• Enter requisitions as needed.
• Establishes and maintains procurement files, records, lists and databases; maintains list of expired contracts; destroys archive records in accordance with established record keeping requirements including vendor catalog files, sole source files, vendor lists, signing authority lists, formal procurement files and other pertinent documentation; compiles information maintains procurement activity reports; prepares a variety of reports upon request.
• Assist with Purchasing Card transactions and reconciliation reviews.
• Responds to requests for information.
• Review and process new vendor registrations.
• Assist in the maintenance of existing vendor registrations (updating of vendor information and forms, as needed).
• Assist with the maintenance of City fixed asset inventory, assign City identification tags to items as appropriate, assist with tracking and monitoring the movement of fixed assets; participate in the disposal of surplus and/or obsolete items.
• Reviews, analyzes and resolves purchasing and procurement issues. Determines the appropriate terms, conditions, pricing structure, specifications, and forms for assigned procurements.
• Assist with responding to open records request.
• Assist in training City staff in all facets of purchasing and purchasing card policies, procedures and processes/systems.
• Conduct and participate in presentations and outreach events.
• Attend professional trade shows, conferences, and workshops.
• Perform related work as assigned.

MINIMUM QUALIFICATIONS

Associate's degree in business administration, procurement, or related field with five (5) years' experience in purchasing and/or contract administration.

Preferred Education & Experience

A bachelor's degree in business administration, or a related area, plus three (3) years' experience in government procurement.

Certificates, Licenses and Registrations

Certification by Georgia Department of Administrative Services or equivalent (e.g. Georgia Certified Purchasing Associate or Certified Public Purchasing Buyer) is preferred. Certified Professional Contracts Manager (CPCM) is preferred.

Knowledge, Skills and Abilities

• Familiarity with public procurement terms, process, requirements, and laws.
• Intermediate knowledge of a cloud-based ERP system in addition to Microsoft Office Suite applications.
• Knowledge of administrative and office management procedures and methods.
• Organizational and project management skills.
• Knowledge of departmental structure and operations.
• Display effective oral and written communications skills, exercise diplomacy.
• Ability to build effective relationships within the department, the organization and with outside contacts.
• Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information.
• Intermediate use of computer hardware and office equipment.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interacts and communicates clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctual, follows instructions, responds to management direction and solicits feedback to improve performance
• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.
• Knowledge of current and legally binding contractual language and terminology.

OTHER REQUIREMENTS

May occasionally be required to work beyond the normal workday to complete projects, attend meetings, or participate in city events.

REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.