Procurement Specialist (Solicitations/Contracts)

Job Description

Responsible for the solicitation (Bids, RFPs, RFQ) process from beginning to end and managing the contracts pertaining to solicitations.

Essential Duties

• Prepares Bid, RFP (request for proposals) and RFQ (request for qualifications) documents pertaining to State and local law, and City Policy. Coordinates and collaborates with Departments on timelines and specifications.
• Coordinates legal advertisement and notices.
• Manages the solicitation process from beginning to end. Post solicitation(s) maintains solicitation data on the City website and electronic bidding system, answer vendor’s questions, attends and may conduct bid openings, documents vendor responses, and prepares and distributes bid tabulations and or conduct the evaluation process.
• Prepares and processes resolutions, ordinances, and agenda items for City Council meetings for City wide procurement.
• Assists in overseeing vendor contracts to ensure compliance with federal, state and local purchasing policies, guidelines, laws and regulations. Assists with resolving vendor performance issues.
• Manages contracts related to solicitations. Processes contract renewal and or cancellation notices, tracks execution, and advises appropriate staff when completed.
• Maintains vendor lists and various bid and contract status reports on a timely basis.
• Maintains purchasing records in accordance with the retention schedule.
• Processes Open Records requests in accordance with the Freedom of Information Act and Contract Law.
• Advises and assists departments with procurement and payment methods including purchase orders (PO), P-cards, quotes, bids, leases, and requests for proposals and qualification (RFP/RFQ).
• Performs various administrative tasks requiring interaction and coordination with other departments/groups.
• May serve as a member of various employee committees.
• Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City’s Personnel Rules and Regulations.
• Performs other duties as assigned.

Required Minimum Qualifications

• Bachelor’s degree in business administration, management, public administration or a related field from an accredited four-year college or university; and
• Three (3) years of progressively responsible purchasing experience; or
• Any equivalent combination of education and experience.
• Experience with municipal government purchasing and/or contract management (preferred).
• Professional certification from a recognized Purchasing Association (preferred).

• Considerable knowledge of municipal government purchasing methods and procedures including Texas Local Government Code; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment; working knowledge of the laws and ordinances governing the purchase of goods and services.
• Technically adept at understanding and analyzing purchasing requisitions and making purchasing recommendations and decisions; able to maintain complex purchasing and inventory records.
• Able to effectively lead a team and establish and maintain effective working relationships with employees, departments, vendors and the public.
• Able to communicate effectively both orally and in writing.
• Able to learn and use the city’s enterprise software, currently Central Square/Naviline.
• Ability to maintain regular and punctual attendance.

Supplemental Information

TOOLS AND EQUIPMENT USED

Personal computer, including word processing, spreadsheet and database software, 10-key calculator, telephone, copy machine, scanner, and fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk and hear. The employee is frequently required to walk; use hands to operate, finger, handle, or feel objects, tools or controls; and reach with hands and arms.

The employee must frequently lift and/or move up to 10 pounds and must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderately quiet.