Part Time Procurement Specialist Job Germantown area,Tennessee USA,Administrative/Clerical

Responsibilities

Under general supervision, perform duties in connection with coordinating documentation covering contractual obligations between the City of Germantown and various vendors, contractors, and services providers. Actions covered include, but are not limited to payments/pay requests, change orders, delivery schedules and milestones, renewals, discontinuations or closeouts, construction agreements, and professional services agreements.

Assist Procurement staff with maintaining a product/service database that will facilitate tracking and contract administration.

Assist with verifying that a contractor is in compliance with required insurance coverage(s) and other contract provisions.

Assist Procurement staff with notifying departments of contracts that are approaching renewal dates, any revisions, or change orders to contracts, discontinuance, or termination of contracts, and contract extensions.

Analyzes contracts for compliance with policies and procedures, and research any unusual terms or provisions against common practice.

Identify and assist in resolving issues of non-compliance of the terms and conditions of contracts; review, track and verify that payments are made to contractors to ensure they are within the scope and provisions of contracts.

Assist Procurement Staff in monitoring pay requests for professional services, construction projects, and service and/or product contracts.

Maintain the file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Contact vendors to obtain price quotes and compare quotes with the specifications and availability of items. Prepare analyses of quotations in spreadsheet format and submit for appropriate signatures and approval (as required).

Assist in the preparation of invitations to bid, RFP’s, and RFSOQ’s. Proof and edit departmental specifications to ensure specifications are sufficiently accurate and complete to solicit realistic and responsive offers from suppliers. Arrange for advertising of bids. Prepare bid tabulations and analysis sheet for departmental review noting vendor’s ability or failure to meet specifications (as required).

Provide assistance to user departments by providing account balances, vendor information, and guidance and interpretation of purchasing policies and procedures.

Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, desktop publishing, e-mail, Internet, or other computer programs; documentation or processing incoming/outgoing mail.

Communicates with supervisor, employees, volunteers, other departments, City officials, law enforcement personnel, public safety agencies, court personnel, attorneys, vendors, customers, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, and maintain confidentiality of departmental documentation and issues.

Assist with the processing of Third-Party Insurance Claims.

OTHER JOB FUNCTION

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing documentation, or processing incoming/outgoing mail.

Provides assistance to other employees or departments as needed; explains the City's contracting process to vendors and other concerned parties.

Prepare purchase orders through a computerized system, verify account balance, and issue purchase order numbers.

Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of pertinent Federal, State and City ordinances, laws, codes, and regulations governing municipal procurement.
Knowledge of procurement procedures.
Ability to establish and maintain effective relations with suppliers and other members of the public with whom contacts are essential.
Ability to operate calculator, computer, and necessary software applications.
Ability to write clear bid specifications and to evaluate and analyze vendor bids.
Ability to perform a…