What are the responsibilities and job description for the Sr. Procurement Specialist position at City of Germantown?
GENERAL DEFINITION OF WORK:
Under general supervision, perform duties in connection with coordinating documentation covering contractual obligations between the City of Germantown and various vendors, contractors, and services providers. Actions covered include, but are not limited to payments/pay requests, change orders, delivery schedules and milestones, renewals, discontinuations or closeouts, construction agreements, and professional services agreements.
ESSENTIAL JOB FUNCTIONS:
The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Creates and maintains a product/service database that will facilitate tracking and contract administration, creates, and maintains a database containing agreements and contracts.
Monitors all open contracts to ensure contractor and vendor compliance; monitors the contract review and approval process and provides status reports to vendors and City personnel as appropriate; obtains and retains all documentation verifying that a contractor is in compliance with required insurance coverage(s) and other contract provisions (as required).
Notifies departments of contracts that are approaching renewal dates, any revisions, or change orders to contracts, discontinuance, or termination of contracts, and contract extensions (as required).
Analyzes contracts for compliance with policies and procedures, and researches any unusual terms or provisions against common practice.
Identifies and assists in resolving issues of non-compliance of the terms and conditions of contracts; reviews, tracks, and verifies payments that are made to contractors to ensure they are within the scope and provisions of the contracts, and refers or seeks input for the City’s attorney as appropriate.
Processes all change orders and monitor pay requests for professional services, construction projects, and service and/or product contracts.
Assist departments in resolving issues with contractor performance (as required).
Maintains the file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
Attend construction progress review meetings as necessary to monitor compliance with contract terms and conditions.
Conducts regular surveys of internal clients and external customers regarding their experience with the City’s contracting process and report results.
Assists in periodic project inspections.
Contact vendors to obtain price quotes and compare quotes with the specifications and availability of items. Prepare analyses of quotations in spreadsheet format and submit for appropriate signatures and approval (as required).
Prepare and process Invitations to Bid, RFPs, and RFSOQ’s. Proof and edit departmental specifications to ensure specifications are sufficiently accurate and complete to solicit realistic and responsive offers from suppliers. Arrange for advertising of bids. Prepare bid tabulations and analysis sheet for departmental review noting vendor’s ability or failure to meet specifications.
Study price trends, market conditions and identify sources of supply and new produce/equipment.
Participates in formulating operation policies and standard procedures; creates standardized contract formats; and develops and adapts work methods and procedures to meet departmental and City-wide needs ensuring compliance with appropriate laws, regulations, and ordinances.
Attends and participates in professional group meetings; and stays abreast of new trends and innovation in the fields of automated procurement operations.
Provide assistance to user departments by providing account balances, vendor information, and guidance and interpretation of purchasing policies and procedures.
Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other computer programs; documentation or processing incoming/outgoing mail.
Communicates with supervisor, employees, volunteers, other departments, City officials, law enforcement personnel, public safety agencies, court personnel, attorneys, vendors, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, and maintain confidentiality of departmental documentation and issues.
OTHER JOB FUNCTION
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing documentation, or processing incoming/outgoing mail.
Provides assistance to other employees or departments as needed; explains the City's contracting process to vendors and other concerned parties.
Prepare purchase orders through a computerized system, verify account balance, and issue purchase order numbers.
Performs other related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of pertinent Federal, State and City ordinances, laws, codes, and regulations governing municipal procurement.
Knowledge of procurement procedures.
Ability to establish and maintain effective relations with suppliers and other members of the public with whom contacts are essential.
Ability to operate calculator, computer, and necessary software applications.
Ability to write clear bid specifications and to evaluate and analyze vendor bids.
Ability to perform a wide range of office tasks quickly and efficiently.
Ability to work independently and to plan and organize projects.
Ability to work effectively in an environment subject to constant interruptions and quickly changing priorities.
PERFORMANCE APTITUDES:
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
EDUCATION AND EXPERIENCE: Two years of college with course work in purchasing or business management and five years’ experience in purchasing or contract management; or any combination of education, training, and experience providing the knowledge, skills, and abilities necessary to perform essential job functions. Preferred but not required procurement certifications CPPB, CPP, CPPO or equivalent and/or a willingness to complete certifications.
WORKING CONDITIONS: Work takes place in a comfortable office environment with occasional exposure to outside elements.
Salary : $60,835 - $71,571
