Procurement Officer IV

Starting Pay Range: $2,940.50- $3,199.97/bi-weekly

Purpose of Job

Under limited supervision, assists departments by authoring and editing formal procurement solicitations (e.g., invitations to bid and requests for proposals) and by authoring and editing procurement agreements and other vendor contracts, and otherwise supports the City’s procurement process and the Purchasing Office.

Essential Job Duties

A. Supports procurement process

• Supports departments of the City in the policy-compliant procurement of non-construction-related products and services so that the City may fulfill its mission.
• Facilitates and manages formal solicitation for bids and proposals to provide non-construction-related goods and services to the City under the minimal supervision of the Purchasing Manager.
• Communicates with representatives from various City departments to understand their sourcing needs.
• Communicates with representatives from various City departments to prepare formal procurement solicitations.
• Drafts and finalizes solicitation-specific content (e.g., specifications and requirements) for formal procurement solicitations (e.g., solicitations for bids, requests for proposals, requests for qualifications) in compliance with applicable Tennessee law, City ordinances, and City policies and procedures.
• Prepares and disseminates, including for publication, legal notices for formal procurement solicitation.
• Oversees opening and analysis of sealed submittals received in response to formal procurement solicitation documents.
• Draws up non-solicitation-specific companion documents (e.g., legal notices, instructions for vendors, submittal and other forms) for formal procurement solicitations (e.g., solicitations for bids, requests for proposals, requests for qualifications) in compliance with applicable Tennessee law, City ordinances, and City policies and procedures.
• Drafts and submits memos to Board of Mayor and Aldermen presenting results of formal procurement solicitations and award recommendations.
• Administers the program of sourcing and procuring fuel for stationary fuel reservoirs including for generators owned and operated by the City.
• Prior to, during and following a declared disaster, communicates with the end-user departments to anticipate their needs for goods and services to be provided by the private sector.
• Advises departments of the City in their dealings with the vendor community.

B. Supports execution and administration of City contracts

• Develops competitively sourced contracts for products and services that, over the course of a fiscal year, are valued at or more than the City’s threshold for sealed bids and proposals and have been identified as priority.
• Prepares form of procurement agreement as a component of a procurement solicitation package; drafts vendor-specific procurement agreement after recommended awardee has been identified; submits same to Law Department.
• Reviews and, as necessary, recommends revisions to contracts proposed by vendors; submits same to Law Department.
• Drafts and releases notices of procurement award.
• Assembles components of and otherwise prepares procurement agreements and other vendor contracts for Law Department review and approval as to form.
• Pursues obtaining components of procurement agreements and other vendor contracts from respective parties.
• Submits procurement agreements and other vendor contracts to Law Department for review and approval as to form.

C. Supports Purchasing Office operations

• Maintains log of progress on scheduled but not completed formal procurement solicitations (from requisition through notice of award and notifying BOMA of execution of procurement agreement).
• Maintains log of progress on requested but not completed vendor-supplied contracts (from request through notifying BOMA of execution of contract).
• Prepares updates to and otherwise maintains the Purchasing Frequently Asked Questions (FAQs).

D. Supports Purchasing Office compliance with internal controls

• Receives procurement requisitions from City departments.
• Approves procurement requisitions from City departments valued less than the City’s sealed-submittal threshold; recommends whether to approve procurement requisitions from City departments valued at or more than the City’s sealed-submittal threshold.
• Issues purchase orders based on approved procurement requisitions.
• Records purchase orders against departmental budgets.
• Matches receiving tickets and invoices to purchase orders and updates status of purchase orders in accounting system.
• Submits payment-ready documentation to Accounts Payable.
• Determine the disposition of any outstanding purchase orders.

III. Other Job Duties

Performs other job duties as assigned, including:

• Attends, presents information at and otherwise actively participates in meetings of the departmental purchasing agents.
• Functions as primary back-up to position of Procurement Officer III as needed.
• Supports training of Procurement Officer III as needed.
• In the absence of the Purchasing Manager, attends regular meetings of the City’s Leadership Team; serves as Purchasing Office’s secondary point of contact to Administration Department.
• Attends, schedule permitting, and actively participates in meetings of and training offered by the Local Emergency Planning Committee.
• Pursues professional development opportunities, budget, workload and schedule permitting, including attending monthly meetings of the Middle Tennessee Public Purchasing Association chapter of NIGP.
• Performs related duties and responsibilities to assist other employees in the Purchasing Office as required.

Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a bachelor’s degree (B.A. or B.S.) or higher degree in business administration or related major, plus five years of purchasing related experience and/or training; or an equivalent combination of education and experience.

Certifications/Licenses: Designation as either Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) by Universal Public Procurement Certification Council (UPPCC) is expected to have been obtained within three (3) years of hire date if not already earned.