Procurement Specialist II

SUPERVISION RECEIVED

Works under the supervision of the Finance Division, Procurement and Payables Supervisor.

SUPERVISION EXERCISED

None

Coordinates and processes purchasing requests from departments, reviews requests for compliance with federal, state, and local procurements laws, manuals and policies, and Council or administration directives. Provides requisition process and procedure training and support to departments. Issues purchase orders (PO’s); distributes copies to appropriate parties and files; Maintains communication with departments and Finance team on status of requests and outstanding purchase orders.

Oversees day-to-day purchase requests; reviews requests; contacts vendors to obtain price quotes on smaller purchases; manages day-to-day purchasing processes; reviews and edits requisitions and issues purchase orders as appropriate; assist with researching problems on inconsistent prices invoiced; verifies invoice information with purchase order and processes change orders if necessary; coordinates purchasing with representatives from various departments; schedules meetings as needed.

Coordinates and assists in the maintenance of a formal vendor database; updates list as needed.

Coordinates and prepares informal and formal quote, bid, or proposals packages with various department representatives as needed; coordinates and verifies the development of specifications for goods or services with input from department representatives; locates vendors, compiles information and initiates advertisement for bid proposals in compliance with federal, state, and local laws and policies; solicits quotes and proposals as required by State Statute; issues addendums; conducts formal bid openings; verifies vendor qualifications, licensing, etc.; assists city division or department staff in evaluating proposals; ensures notice of award complies with guidelines and regulations. Provides supporting documentation to department Director or designee and Municipal Services Director for Council approval; assists departments with initiation of purchasing process upon issuing of award.

Oversees fuel purchases; monitors and maintains current pricing of fuel purchases; prepares bid specifications addressing allowable increases or decreases based upon market changes; documents price changes as they occur in the marketplace; evaluates fuel bids; verifies and posts purchase prices as they occur.

Utilizes a variety of software to properly document activities into City purchasing and accounting system; coordinates updates to the City Purchasing Manual and City purchasing procedures; monitors accuracy of account codes; coordinates and monitors timely “year-end closing” of outstanding purchase orders.

Performs other related duties as required.

1. Education and Experience:

A. Graduation from college with a Bachelor's Degree in Accounting, Business Management, Public Administration, or a related subject;

OR

B. Four (4) years of experience in governmental procurement activities;

OR

C. An equivalent combination of education and experience working in customer services and effectively dealing with multiple deadlines and diffusing conflict situations

2. Knowledge, Skills, and Abilities:

Knowledge of various governmental procurement processes and procedures; principles common to effective and efficient procurement activities; cost analysis procedures; personal computer operation and applicable software utilized in data base management activities; computer accounting applications and various software programs (MS Word, Excel); Idaho State Statutes relevant to purchasing procedures; general office maintenance and practices; business and technical writing, including writing a variety of equipment specifications; operation of standard office equipment; interpersonal communication skills and telephone etiquette; public relations.

Some knowledge of generally accepted accounting principles (GAAP) established by the Financial Accounting Standards Board (FASB) and/or Governmental Accounting Standards Boards (GASB); professional accounting standards and ethics; internal control principles and methods of application.

Skill in the art of diplomacy, negotiation, and creative problem solving.

Ability to establish and maintain positive working relationships with external customers, vendors, departments, coworkers, supervisors, and other personnel and stakeholders; provide excellent customer service; analyze and explain City purchasing policies, rules, and practices to various individuals or groups; develop specifications for purchasing various products or services; ability to analyze proposals and determine if specifications are met; ability to coordinate activities with representatives from various Departments; utilize various computer programs to produce or compose formal documents, reports and records; exercise initiative and respond resourcefully under varying conditions; deal effectively with controversial issues; ability to research and resolve purchasing and bidding problems; communicate effectively verbally and in writing; work under pressure of strict timelines; prepare and deliver written presentations; ability to understand State Statues and City ordinances.

3. Special Qualifications:

Must possess a valid Idaho Driver’s license.