Purchasing Specialist

Department/

Location:

Finance/Purchasing FLSA Status:
Exempt Bargaining Unit:
None Classification:
Essential:
This position is an Essential classification and will require employee to report to duty before, during, and after a hurricane or emergency

Schedule:

Works Regular weekday shifts Supervision Exercised:
May supervise personnel as assigned by Purchasing Manager Supervision Received:
Works under the direction of and reports to the Purchasing Manager, Director of Finance, or designee. General Purpose of the Position:
Performs technical and professional work at an intermediate level in the acquisition of services, construction, technology, supplies, and goods, including relevant routine administrative tasks. Drafts and reviews solicitation documents, determines method of acquisition, and analyzes solicitation responses.

Essential Duties and Responsibilities:

• Manages a high volume of diverse and complex work, including coordination of activities to meet City deadlines and directly interacting with City officials and department heads.
• Prepares/reviews request for bids, quotes, RFIs, RFQs, RFPs, plans and specs.
• Engages in procurement planning with City departments staff. Works with departments to obtain specifications and assists with development and review to ensure specifications are clear, concise, and unambiguous.
• Uses multiple standard solicitations, agreements, and other procurement related template documents for the procurement of goods, services, supplies, technology, and construction.
• Schedules and facilitates information conferences, site visits, bid openings, evaluation committee meetings, and negotiations.
• Performs in-depth due diligence to determine bid and proposal responsiveness and responsibility, evaluates pricing, and prepares recommendations for award.
• Negotiates contracts for goods, services, technology, supplies, and construction.
• Responsible for protest procedures and follow through process.
• Maintains timely and accurate communications with City department staff to understand their priorities and provides status of pertinent purchase requests.
• Assists City staff with supplier performance issues and provides direction accordingly.
• Communicates purchasing policies and procedures to City staff and the supplier community.
• Provides concise responses to complex requests for information related to procurement.
• Prioritizes assigned work to meet the changing needs of the City. Continually monitors status of assigned work and re-prioritizes work in progress, as required.
• Demonstrates excellent time management skills using sound, independent judgment to manage competing priorities.
• Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up.
• Maintains current knowledge of trends and developments regarding governmental purchasing procedures, regulatory changes, and new technologies.
• Maintains the integrity of the public procurement process.
• Participates in training/certificate programs.

• Able to prioritize tasks, deal effectively with competing and changing priorities, and meet deadlines.
• Accurate, detail-oriented, and organized.
• Able to resolve difficult and sometimes complex situations and problems.
• Ability to read and comprehend lengthy and complex contracts or descriptions of programs and write competitive solicitations or justifications for non-competitive purchases in a compelling and concise manner.
• Able to perform routine to moderately complex mathematical computations and tabulations accurately and efficiently.
• Strong knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities.
• Strong knowledge and understanding of computer systems and software applications required to perform job duties.
• Strong verbal and written communication skills and interpersonal skills in order to interact professionally and effectively with staff, management, vendors, the general public, and other stakeholders.
• Able to influence others regarding facts, policies, and practices.
• Works independently with limited supervision.
• Performs other related duties…