What are the responsibilities and job description for the Purchasing Specialist position at City of Panama City Beach?
JOB
Performs routine technical and administrative work in the procurement of goods and services based on established policies, processes and procedures.
EXAMPLE OF DUTIES
MAJOR DUTIES Maintains the databases that record contracts, agreements, and blanket purchase orders.Assists with developing and maintaining vendor lists; identifies both primary and secondary vendors to align with the operations of each department. Processes new vendor packets, to include review of information for completeness, electronic file cataloging, and entry into ERP system.Responds to inquiries from Vendors and City staff pertaining to procurement policies, procedures, and requirements.Provides professional customer service to vendors and City staff. Educates vendors, suppliers and employees on City purchasing practices and procedures.Assists with creating material/forms and training vendors on how to do business with the City.Coordinates with departments on contract renewals.Reviews and updates content on the How to Do Business with the City section of the City’s website and intranet site.Performs market research for products and vendors.Reviews packing slips/invoices for pricing in accordance with contracts.Assists departments with the purchasing processes, including but not limited to obtaining quotes, cooperative agreements, and contracts.Assists in tracking and reviewing of blanket purchase orders.Assists with the ordering of products, supplies, and equipment from approved purchase orders.Completes verifications of GL coding on purchase requisitions.Receives new vehicles, procures tags, and titles.Tracks public record requests pertaining to procurement and assists in responding to requests in a timely manner.Assists with scheduling and advertising competitive solicitations.Assists with competitive bid process.Assists with preparing procurement meeting agendas and minutes.Assists with posting solicitation activities to include, but not limited to bidder communications, reference checks, and procurement meeting minutes.Performs other duties as assigned.
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIRED BY THE POSITIONKnowledge of City and department policies and procedures.Knowledge of basic mathematics, grammar, punctuation, spelling, vocabulary, and formatting.Knowledge of computers, job-related computer software programs, and database maintenance.Knowledge of basic accounting principles.Skill in prioritizing work and meeting deadlines.Skill in the use of standard office equipment, computer equipment and software, including proficiency in MS Word, Excel and Outlook.Skill in efficiently performing a wide variety of procurement functions for the various City departments.Skill in creating and maintaining files and records.Skill in quality customer service.Skill in oral and written communications.Ability to maintain appropriate keyboard skills necessary for successful performance.Ability to be accurate, detailed oriented, and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.Ability to research product distributors and service providers.Ability to adapt to interruptions, equipment failures, usual demands or changing priorities.Ability to inform employees, vendors and suppliers on city purchasing practices and procedures.Ability to interpret, understand, articulate, and comply with complex regulations, policies, and procedures.Ability to work effectively in a team environment.Ability to compile information and prepare documents.Ability to establish and maintain effective working relationships with city employees, management, vendors, contractors, consultants and the general public.SUPERVISORY CONTROLSWork is performed under the general supervision of the Purchasing Manager and Finance Director.The Purchasing Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.GUIDELINESGuidelines include the Florida Sunshine Law, local, state and federal procurement rules, department monitoring policies and contract specifications. These guidelines require judgment, selection, and interpretation in application.COMPLEXITY/SCOPE OF WORKThis position consists of varied administrative and technical duties, including research and document management.The purpose of this position is to assist departments with the procurement process. Successful performance helps offset budgetary constraints, promotes the accountability of the use of grant funds received by the City, and contributes to the efficiency and effectiveness of department operations.CONTACTSContacts are typically with coworkers, other city employees, elected and appointed officials, vendors, contractors, consultants, and the general public.Contacts are typically to exchange information, resolve problems, and provide services.PHYSICAL DEMANDS/ WORK ENVIRONMENTWhile performing the essential duties of this job, the employee is required to talk, hear, see, reach, kneel, twist, grasp, finger, and perform repetitive motions. The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, or stooping. The employee occasionally lifts light and moderately heavy objects up to 40 pounds.The work is typically performed in an office.SUPERVISORY AND MANAGEMENT RESPONSIBILITYNone.** These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if their work is similar, related, or a logical assignment to the position.
Performs routine technical and administrative work in the procurement of goods and services based on established policies, processes and procedures.
EXAMPLE OF DUTIES
MAJOR DUTIES Maintains the databases that record contracts, agreements, and blanket purchase orders.Assists with developing and maintaining vendor lists; identifies both primary and secondary vendors to align with the operations of each department. Processes new vendor packets, to include review of information for completeness, electronic file cataloging, and entry into ERP system.Responds to inquiries from Vendors and City staff pertaining to procurement policies, procedures, and requirements.Provides professional customer service to vendors and City staff. Educates vendors, suppliers and employees on City purchasing practices and procedures.Assists with creating material/forms and training vendors on how to do business with the City.Coordinates with departments on contract renewals.Reviews and updates content on the How to Do Business with the City section of the City’s website and intranet site.Performs market research for products and vendors.Reviews packing slips/invoices for pricing in accordance with contracts.Assists departments with the purchasing processes, including but not limited to obtaining quotes, cooperative agreements, and contracts.Assists in tracking and reviewing of blanket purchase orders.Assists with the ordering of products, supplies, and equipment from approved purchase orders.Completes verifications of GL coding on purchase requisitions.Receives new vehicles, procures tags, and titles.Tracks public record requests pertaining to procurement and assists in responding to requests in a timely manner.Assists with scheduling and advertising competitive solicitations.Assists with competitive bid process.Assists with preparing procurement meeting agendas and minutes.Assists with posting solicitation activities to include, but not limited to bidder communications, reference checks, and procurement meeting minutes.Performs other duties as assigned.
SUPPLEMENTAL INFORMATION
KNOWLEDGE REQUIRED BY THE POSITIONKnowledge of City and department policies and procedures.Knowledge of basic mathematics, grammar, punctuation, spelling, vocabulary, and formatting.Knowledge of computers, job-related computer software programs, and database maintenance.Knowledge of basic accounting principles.Skill in prioritizing work and meeting deadlines.Skill in the use of standard office equipment, computer equipment and software, including proficiency in MS Word, Excel and Outlook.Skill in efficiently performing a wide variety of procurement functions for the various City departments.Skill in creating and maintaining files and records.Skill in quality customer service.Skill in oral and written communications.Ability to maintain appropriate keyboard skills necessary for successful performance.Ability to be accurate, detailed oriented, and focus attention on tasks, which may be routine or repetitive, without losing concentration or becoming distracted.Ability to research product distributors and service providers.Ability to adapt to interruptions, equipment failures, usual demands or changing priorities.Ability to inform employees, vendors and suppliers on city purchasing practices and procedures.Ability to interpret, understand, articulate, and comply with complex regulations, policies, and procedures.Ability to work effectively in a team environment.Ability to compile information and prepare documents.Ability to establish and maintain effective working relationships with city employees, management, vendors, contractors, consultants and the general public.SUPERVISORY CONTROLSWork is performed under the general supervision of the Purchasing Manager and Finance Director.The Purchasing Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.GUIDELINESGuidelines include the Florida Sunshine Law, local, state and federal procurement rules, department monitoring policies and contract specifications. These guidelines require judgment, selection, and interpretation in application.COMPLEXITY/SCOPE OF WORKThis position consists of varied administrative and technical duties, including research and document management.The purpose of this position is to assist departments with the procurement process. Successful performance helps offset budgetary constraints, promotes the accountability of the use of grant funds received by the City, and contributes to the efficiency and effectiveness of department operations.CONTACTSContacts are typically with coworkers, other city employees, elected and appointed officials, vendors, contractors, consultants, and the general public.Contacts are typically to exchange information, resolve problems, and provide services.PHYSICAL DEMANDS/ WORK ENVIRONMENTWhile performing the essential duties of this job, the employee is required to talk, hear, see, reach, kneel, twist, grasp, finger, and perform repetitive motions. The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, or stooping. The employee occasionally lifts light and moderately heavy objects up to 40 pounds.The work is typically performed in an office.SUPERVISORY AND MANAGEMENT RESPONSIBILITYNone.** These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if their work is similar, related, or a logical assignment to the position.
