Junior Purchasing Specialist AF

Salary : $20.89 - $26.12 Hourly

Location : City Hall (3200 Civic Center Circle NE)

Job Type : Full Time AF

Job Number : 2025-00005

Department : Financial Services

Division : Purchasing

Opening Date : 01 / 02 / 2025

Closing Date : Continuous

Position Summary

Junior Purchasing Specialist is responsible for coordinating, administering and processing "informal" procurements utilizing cooperative agreements. Junior Purchasing Specialist is responsible for acquiring, composing, negotiating, administering formal solicitations that result in Price Agreements and Professional Service contracts. Junior Purchasing Specialist is responsible for providing customer support and consultation; reviewing and approving terms and conditions; contract negotiations and tracking; compliance and performance; and reviewing invoices to ensure proper billing.

Education, Training, Experience, Certifications, Licenses and Registrations

Education / higher education : AA Degree or equivalent

For required college degrees, applicable field(s) of study : Business, public administration or related field.

Minimum number of years of directly related experience : Two years of technical purchasing experience. In lieu of a degree, incumbent must possess four years of experience.

Education and / or experience preferences : Procurement and / or contract administration.

Driver's License requirement : Infrequent Driver Regular Driver's License Required Endorsements : None

Note For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations : None

Time given after hire / promotion to obtain certification or licenses : None

Preferred certifications, licenses or registrations : Chief Procurement Officer certification

Knowledge, Skills and Abilities

Knowledge : Must have some knowledge of governmental law, fiscal control and auditing principles; familiar with generally accepted accounting principles, general knowledge of governmental procurement principles, practices, and governmental ordinances; methods and techniques of contract negotiation and administration; formal and informal competitive solicitations; pertinent Federal, State, and local laws, codes and regulations, including ordinances concerning municipal purchasing; purchasing procedures in professional services, materials, supplies and equipment typically used in municipalities and the source for such items; principles of basic contract administration; modern office procedures, methods and computer equipment; complex mathematical principles; basic knowledge of governmental procedures of financial reporting and record keeping.

Skills : Apply purchasing principles and practices; evaluate quality and price of products to judge suitability of goods and alternatives offered; demonstrate organizational and time management skills; and maintain detailed and accurate operational and financial records.

Abilities : Interpret, apply and explain City Purchasing Ordinance; work independently in the absence of supervision; prepare and maintain a variety of records; enter data using an Enterprise Resource Planning (ERP) Purchasing Module or other related computer programs; communicate clearly and concisely in writing and orally; and perform the essential job functions of the job. Establish and maintain effective working relations with City staff, vendors and the general public.

Interaction with Groups / Agencies / Entities : Internal : Works with user department directors, division managers, engineers, project

managers and other staff on projects, professional services agreements and / or other contracts that may affect City operations. External : Works with vendors and contractors to ensure contract terms are met and projects are completed per specifications following local, state, and national building codes and regulations.

Essential Functions

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

• Oversee the process of coordinating and overseeing informal procurements utilizing cooperative agreements and small purchases. Acquire, compose, negotiate, and administer formal procurements that will result in price agreements for goods and services and Professional Services contracts.
• Confer with user departments to identify goods and services needed and identify the best procurement method to be utilized.
• Provide technical guidance to user departments to ensure compliance with the procurement processes, to include the Procurement Code, rules, regulations, and policies.
• Assist user departments in reviewing proposal specifications, terms, and conditions; receive and analyze informal bids and proposals, and make recommendations to user departments and Purchasing Manager. Prepare bid abstracts and award letters.
• Review requisitions and documentation to ensure compliance with procurement code and policies. Generate or revise purchase orders within the purchasing system as requested by user departments.
• Perform month-end and fiscal year end closing of purchase documents via the City's ERP and / or purchasing system.
• Coordinate and conduct meetings to review bids, quotes and request for proposal meetings, and coordinate with City departments to collect proposal scoring and cost analysis for each request for proposal.
• Prepare / process correspondence as required to meet the essential job functions.
• Responsible for administering City price agreements / contracts for tangible / personal property, services, etc. Issue contract modifications, pricing updates, and contract renewals / extensions.
• Compile / verify contractor licensing information and commodity listing information as needed.
• Ensure the City meets all requirements for grant-funded procurements including federally funded projects.
• Assists other purchasing staff with other procurement activities as needed.

To view a summary of benefits offered by the City of Rio Rancho

Do you have an Associates Degree in Business, Public Administration or related field? If you certify you have a degree, your transcripts must be uploaded showing degree and date awarded.

Do you have two years of technical purchasing experience? In lieu of a degree, incumbent must possess four years of experience.

Required Question

Salary : $21 - $26