What are the responsibilities and job description for the Procurement Specialist position at City of New Haven?
PRIMARY FUNCTIONS
The Procurement Specialist works under the direction of the Purchasing Agent and / or Deputy Purchasing Agent with wide latitude for the use of independent judgement. This is a responsible position to perform administrative and analytical work in both the development of purchasing arrangements and the management of contract processes. This position involves advanced administrative and detail-oriented work in analyzing, preparing, processing, and managing procurement and contracting functions to promote the efficient acquisition of goods and services. The Procurement Specialist plays a critical role in ensuring the efficient use of funds, adherence to contractual obligations, compliance with established standards, optimizing costs, and maintaining effective vendor relationships.
Promotional only - Open only to current City of New Haven & BOE employees meeting minimum requirements.
TYPICAL DUTIES AND RESPONSIBILITIES
- Develops and maintains all records, files, and documents related to contracts and purchasing activities, from inception through final awarding steps.
- Researches, interprets, and analyzes specifications and requisitions to ensure compliance with legal and organizational requirements.
- Develops specific annual purchasing objectives, including short and long-range commodity objectives aimed at reducing costs and improving service to user units.
- Surveys markets for the best sources or new supply sources, negotiate favorable terms with suppliers, and develops suitable purchasing arrangements, including contracts, blanket orders, and purchase orders.
- Communicates details of purchasing arrangements, such as prices, terms, and methods of handling requirements, to user units and coordinate with departments on critical material needs.
- Handles all inquiries from municipal departments and agencies, prepare information reports, and manage follow-ups with vendors and municipal departments.
- Tabulates and verifies bids, ensuring compliance with legal and specification requirements, and prepares related informational reports.
- Evaluates vendor performance based on prices, deliveries, and product acceptability, and anticipates potential price changes.
- Directs and manages a web-based procurement program, receiving and analyzing quotations through various channels, and supervising the preparation of purchase orders and other formal documents.
- Coordinates all bid-related matters and ensures accurate application to data processing systems.
- Processes purchase requisitions, creates purchase orders, and tracks orders through to delivery.
- Works with and processes various contract documents, including Agreement Forms, Performance Bonds, Labor and Material bonds, Insurance Certificates, and Financial Statements
- Manages contract renewals and amendments.
- Performs related work as required.
EDUCATION, QUALIFICATIONS & EXPERIENCE
Graduation from an accredited college or university with an associate or bachelor's degree in Accounting, Finance, Public Administration, Business Administration, or a related field; or 1 to 3 years of experience in government or industrial purchasing, contract management, or a related field.
KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES
SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT
This is a General Fund, "Tested" position.
This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees.
Bargaining agreements available to review HERE .
General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay.
Employment is contingent upon the successful completion of : a 90-day probationary period.
Selection Plan
Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate within their submission that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.
It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated prior to the posted closing date.
Information regarding the employment and selection process can be found HERE .
Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam / junk folders, for correspondence from the New Haven Human Resources Department.
We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.
Conclusion
To apply for this opportunity :
Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position .
