What are the responsibilities and job description for the Procurement Specialist position at City of New Albany?
JOB
The Procurement Specialist will facilitate and implement the City’s purchasing functions, ensuring the City’s purchasing rules, guidelines, and applicable laws are always followed. The Specialist will be the subject matter expert on the procurement process and rules, knowledgeable on various purchasing-related questions, and able to perform the administrative and procedural requirements to effectuate a purchase. The Specialist is a problem solver and resource for the procurement function within the City. The Specialist will be responsible for securing contracts with vendors for city-wide purchasing and will facilitate securing individual vendor contracts for specific or departmental purchasing. Additionally, the Procurement Specialist will administer the City’s property and liability insurance policies, overseeing all casualty lines of coverage. The position requires strong analytical, organizational, and communication skills to build relationships with departments and vendors to create efficiencies in the procurement process. This position is FLSA exempt from earning overtime compensation under the administrative duties exemption. This position serves as in a fiduciary capacity and is an unclassified position.
EXAMPLE OF DUTIES
The following duties and responsibilities are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.Procurement: Significantly contributes to and guides the development, maintenance, updating and enforcement of city-wide purchasing policies, procedures, and best practices while ensuring compliance with applicable laws, regulations, and internal policies. Recommends code modifications and updates; facilitates updates to the City’s codified ordinances for purchasing, contracting, competitive bidding, and other related code sections, including writing legislation and providing revisions.Develops, schedules, and conducts regular training on the City’s codified ordinances and financial policies for purchasing, contracting, competitive bidding, and other related processes through formal presentations and informal sessions.Assists in the coordination, preparation, and review of contract documents for accuracy and conformity to City requirements.Advises and supports departments on purchasing and procurement issues, including evaluating the best acquisition methods, related documentation, and processes, utilizing extensive knowledge of public purchasing as well as competitive bidding policies and guidelines.Assists departments in developing RFQ/RFP documents as needed and formulating specifications to communicate requirements for the procurement of various goods, services, and construction in compliance with the City’s purchasing policy requirements, public purchasing laws, prevailing wage thresholds, and the best practices promulgated by the National Institute of Governmental Purchasing, Inc. (NIGP).Acts as a liaison between the finance and other departments in matters related to departmental procurement priorities, bid recommendations, and available funding, including the evaluation of bids or quotes to determine the supplier that best meets the needs and requirements of the City and makes award recommendations.Writes legislation for the procurement of general City-wide services and materials and assists departments with the preparation of legislation for department-specific services and materials. Facilitates the administration of formal competitive bid processes in support of City departments.Facilitates the purchase of materials and services once the department has identified a potential vendor, as needed; ensures contracting with a vendor meets all internal process requirements and is allowed under applicable laws, such as bidding thresholds; identifies appropriate funds to be used; provides and facilitates finance approval for purchases; and communicates with the department on the status of procurement. Contacts suppliers, when necessary, to ensure prompt completion of bid quotation forms and other necessary paperwork.Regularly evaluates the performance of the City’s suppliers and provides support to suppliers for questions and conflicts that may arise.Reviews electronic POs and contracts for goods, services, and construction to verify compliance with the City’s purchasing policy requirements.Collaborates with legal counsel to develop and update standard bid documents and agreements according to appropriate laws, policies, and procedures.Researches, identifies, and solicits other potential suppliers to maximize competition and create efficiencies for City-wide purchases.Maintains the City’s energy supplier agreements and ensures timely review and updates of pricing, while managing relationships and regularly communicating with energy brokers, when applicable. Conducts research, evaluates findings, makes recommendations, and implements cost-saving methods by identifying cooperative purchasing opportunities where practicable.Oversees the City’s participation in cooperative purchasing programs and memberships and develops reports of aggregate City needs for various items or services to maximize the participation in cooperative programs.Evaluates, recommends, and implements innovative purchasing and contract management methods and technologies, to enhance efficiency and effectiveness of the procurement process; provides for accurate, complete, transparent, and timely tracking of the procurement process and contract terms, including renewal periods; and to support cost-effective purchasing, strong supplier and contract management, and compliance with related policies, City code, and applicable regulatory requirements.Develops and maintains reports to track purchases and assists in collecting data for annual and quarterly budget reviews and monthly and annual financial reports.Represents the City at internal and external functions related to supplier relations, procurement, education, and trade expositions.P-Card Program: Oversees the P-Card Program administration, including card issuance, card adjustments for purchases and travel, problem-solving, etc.Schedules and conducts P-Card training and continuing education for staff through formal “classroom” presentations or informal sessions.Prevailing Wage: Oversees prevailing wage processes, communicating with contracted project managers, providing oversight where applicable, and ensuring compliance with state regulations.Maintains a working knowledge of the Ohio Department of Commerce (ODC) prevailing wage requirements.Tracks and files all paperwork submissions (certified payroll reports, final affidavits, etc.)Ensures compliance with ODC prevailing wage requirements and confirms compliance with City Income Tax requirements before approving the release of final payments.Assists in maintaining contract files for capital construction and capital equipment purchases: Ohio Utilities Protection Services Notices, Notices to Proceeds, Notice of Commencements, Certificate of Insurance Monitoring, etc. Disposal of Surplus Property: Serves as the primary point of contact for departments seeking to dispose of surplus and end-of-life property.Coordinates approval for the sales and disposition of surplus property, ensuring compliance with applicable laws, regulations, and internal policies.Assists departments in writing legislation when required for significant disposals according to the City’s financial policies. Collaborates with the public service department and assists with collecting and disposing of surplus property via GovDeals.Maintains complete and accurate records for such property.Provides necessary information and data related to the disposal of property for annual financial reporting and insurance updates.Risk Management: Manages the City’s property and liability insurance policies, including renewals, updates, types of coverage, pricing, and bonds; makes coverage recommendations to the City Manager. Oversees and assists with the processing of infrastructure damage claims.Maintains, tracks and updates the insured assets list as projects are completed and equipment is purchased.Develops, manages, and facilitates an annual review of insured assets that aligns with the policy renewal timeline.Regular and predictable attendance.Other duties as assigned.
SUPPLEMENTAL INFORMATION
Ability to: establish and maintain effective working relationships with vendors and staff at all levels of the organization, and other governmental agencies in order to support a high level of organizational performance; understanding of governmental procurement principles, methods, and municipal operations related to procurement; navigate specialty software and learn new systems; complete work in compliance with deadlines; assess and monitor workload, operational processes, and internal reporting relationships; receive, investigate, and respond to problems and complaints in a professional manner; identify and report findings and take necessary corrective action; work with frequent interruptions; handle stressful situations; handle confidential material in strict confidence; exercise initiative and judgment within established guidelines; organize work, set priorities, and follow-up on assignments; behave in a friendly, understanding, helpful and professional manner with co-workers, supervisors and the general public; analyze complex situations, problems, and deadlines, and use sound judgment in drawing conclusions and making decisions; accurately respond to routine and sensitive inquiries from public officials, other departments, coworkers, jurisdictions, and the general public; communicate well, in both verbal and written form; utilize independent judgment, common sense, and principals of influence and rational systems in the performance of tasks; apply logical thinking to solve problems or accomplish tasks; understand, interpret, and communicate complicated policies, procedures, and protocols; effectively manage multiple priorities and efficiently organize and prioritize work assignments, projects and activities; apply time management and organizational principals; practice regular and predictable attendance; work irregular hours that include evenings, weekends or holidays; operate in the absence of clear expectations, precedence, or procedures; operate a motor vehicle.Skill in: using modern business equipment and the Microsoft Office Suite; providing excellent customer service; communicating orally and in writing to various audiences to convey information clearly; developing and standardizing procedures and methods to enhance operational efficiency and effectiveness in delivering projects and activities; explaining complex concepts in an understandable way; giving public presentations; organizing data and maintaining records for ease of use and compliance with records retention requirements. Knowledge of: basic principles and practices of government purchasing and finance operations; related state and federal regulations; internal control principles, practices, concepts, procedures, and methods; City/department mission and goals; city government structure, operations, and processes.
The Procurement Specialist will facilitate and implement the City’s purchasing functions, ensuring the City’s purchasing rules, guidelines, and applicable laws are always followed. The Specialist will be the subject matter expert on the procurement process and rules, knowledgeable on various purchasing-related questions, and able to perform the administrative and procedural requirements to effectuate a purchase. The Specialist is a problem solver and resource for the procurement function within the City. The Specialist will be responsible for securing contracts with vendors for city-wide purchasing and will facilitate securing individual vendor contracts for specific or departmental purchasing. Additionally, the Procurement Specialist will administer the City’s property and liability insurance policies, overseeing all casualty lines of coverage. The position requires strong analytical, organizational, and communication skills to build relationships with departments and vendors to create efficiencies in the procurement process. This position is FLSA exempt from earning overtime compensation under the administrative duties exemption. This position serves as in a fiduciary capacity and is an unclassified position.
EXAMPLE OF DUTIES
The following duties and responsibilities are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.Procurement: Significantly contributes to and guides the development, maintenance, updating and enforcement of city-wide purchasing policies, procedures, and best practices while ensuring compliance with applicable laws, regulations, and internal policies. Recommends code modifications and updates; facilitates updates to the City’s codified ordinances for purchasing, contracting, competitive bidding, and other related code sections, including writing legislation and providing revisions.Develops, schedules, and conducts regular training on the City’s codified ordinances and financial policies for purchasing, contracting, competitive bidding, and other related processes through formal presentations and informal sessions.Assists in the coordination, preparation, and review of contract documents for accuracy and conformity to City requirements.Advises and supports departments on purchasing and procurement issues, including evaluating the best acquisition methods, related documentation, and processes, utilizing extensive knowledge of public purchasing as well as competitive bidding policies and guidelines.Assists departments in developing RFQ/RFP documents as needed and formulating specifications to communicate requirements for the procurement of various goods, services, and construction in compliance with the City’s purchasing policy requirements, public purchasing laws, prevailing wage thresholds, and the best practices promulgated by the National Institute of Governmental Purchasing, Inc. (NIGP).Acts as a liaison between the finance and other departments in matters related to departmental procurement priorities, bid recommendations, and available funding, including the evaluation of bids or quotes to determine the supplier that best meets the needs and requirements of the City and makes award recommendations.Writes legislation for the procurement of general City-wide services and materials and assists departments with the preparation of legislation for department-specific services and materials. Facilitates the administration of formal competitive bid processes in support of City departments.Facilitates the purchase of materials and services once the department has identified a potential vendor, as needed; ensures contracting with a vendor meets all internal process requirements and is allowed under applicable laws, such as bidding thresholds; identifies appropriate funds to be used; provides and facilitates finance approval for purchases; and communicates with the department on the status of procurement. Contacts suppliers, when necessary, to ensure prompt completion of bid quotation forms and other necessary paperwork.Regularly evaluates the performance of the City’s suppliers and provides support to suppliers for questions and conflicts that may arise.Reviews electronic POs and contracts for goods, services, and construction to verify compliance with the City’s purchasing policy requirements.Collaborates with legal counsel to develop and update standard bid documents and agreements according to appropriate laws, policies, and procedures.Researches, identifies, and solicits other potential suppliers to maximize competition and create efficiencies for City-wide purchases.Maintains the City’s energy supplier agreements and ensures timely review and updates of pricing, while managing relationships and regularly communicating with energy brokers, when applicable. Conducts research, evaluates findings, makes recommendations, and implements cost-saving methods by identifying cooperative purchasing opportunities where practicable.Oversees the City’s participation in cooperative purchasing programs and memberships and develops reports of aggregate City needs for various items or services to maximize the participation in cooperative programs.Evaluates, recommends, and implements innovative purchasing and contract management methods and technologies, to enhance efficiency and effectiveness of the procurement process; provides for accurate, complete, transparent, and timely tracking of the procurement process and contract terms, including renewal periods; and to support cost-effective purchasing, strong supplier and contract management, and compliance with related policies, City code, and applicable regulatory requirements.Develops and maintains reports to track purchases and assists in collecting data for annual and quarterly budget reviews and monthly and annual financial reports.Represents the City at internal and external functions related to supplier relations, procurement, education, and trade expositions.P-Card Program: Oversees the P-Card Program administration, including card issuance, card adjustments for purchases and travel, problem-solving, etc.Schedules and conducts P-Card training and continuing education for staff through formal “classroom” presentations or informal sessions.Prevailing Wage: Oversees prevailing wage processes, communicating with contracted project managers, providing oversight where applicable, and ensuring compliance with state regulations.Maintains a working knowledge of the Ohio Department of Commerce (ODC) prevailing wage requirements.Tracks and files all paperwork submissions (certified payroll reports, final affidavits, etc.)Ensures compliance with ODC prevailing wage requirements and confirms compliance with City Income Tax requirements before approving the release of final payments.Assists in maintaining contract files for capital construction and capital equipment purchases: Ohio Utilities Protection Services Notices, Notices to Proceeds, Notice of Commencements, Certificate of Insurance Monitoring, etc. Disposal of Surplus Property: Serves as the primary point of contact for departments seeking to dispose of surplus and end-of-life property.Coordinates approval for the sales and disposition of surplus property, ensuring compliance with applicable laws, regulations, and internal policies.Assists departments in writing legislation when required for significant disposals according to the City’s financial policies. Collaborates with the public service department and assists with collecting and disposing of surplus property via GovDeals.Maintains complete and accurate records for such property.Provides necessary information and data related to the disposal of property for annual financial reporting and insurance updates.Risk Management: Manages the City’s property and liability insurance policies, including renewals, updates, types of coverage, pricing, and bonds; makes coverage recommendations to the City Manager. Oversees and assists with the processing of infrastructure damage claims.Maintains, tracks and updates the insured assets list as projects are completed and equipment is purchased.Develops, manages, and facilitates an annual review of insured assets that aligns with the policy renewal timeline.Regular and predictable attendance.Other duties as assigned.
SUPPLEMENTAL INFORMATION
Ability to: establish and maintain effective working relationships with vendors and staff at all levels of the organization, and other governmental agencies in order to support a high level of organizational performance; understanding of governmental procurement principles, methods, and municipal operations related to procurement; navigate specialty software and learn new systems; complete work in compliance with deadlines; assess and monitor workload, operational processes, and internal reporting relationships; receive, investigate, and respond to problems and complaints in a professional manner; identify and report findings and take necessary corrective action; work with frequent interruptions; handle stressful situations; handle confidential material in strict confidence; exercise initiative and judgment within established guidelines; organize work, set priorities, and follow-up on assignments; behave in a friendly, understanding, helpful and professional manner with co-workers, supervisors and the general public; analyze complex situations, problems, and deadlines, and use sound judgment in drawing conclusions and making decisions; accurately respond to routine and sensitive inquiries from public officials, other departments, coworkers, jurisdictions, and the general public; communicate well, in both verbal and written form; utilize independent judgment, common sense, and principals of influence and rational systems in the performance of tasks; apply logical thinking to solve problems or accomplish tasks; understand, interpret, and communicate complicated policies, procedures, and protocols; effectively manage multiple priorities and efficiently organize and prioritize work assignments, projects and activities; apply time management and organizational principals; practice regular and predictable attendance; work irregular hours that include evenings, weekends or holidays; operate in the absence of clear expectations, precedence, or procedures; operate a motor vehicle.Skill in: using modern business equipment and the Microsoft Office Suite; providing excellent customer service; communicating orally and in writing to various audiences to convey information clearly; developing and standardizing procedures and methods to enhance operational efficiency and effectiveness in delivering projects and activities; explaining complex concepts in an understandable way; giving public presentations; organizing data and maintaining records for ease of use and compliance with records retention requirements. Knowledge of: basic principles and practices of government purchasing and finance operations; related state and federal regulations; internal control principles, practices, concepts, procedures, and methods; City/department mission and goals; city government structure, operations, and processes.
