SUMMARY:  Responsible for performing professional level work related to the procurement of materials, supplies and services.  Duties include:  gathering, reviewing and compiling specifications for bids; maintaining services contracts; maintaining the procurement module; placing newspaper advertisements; notifying vendors; developing tabulation sheets; preparing award and rejection letters; and coordinating with departments related to the procurement process.  Work is performed with limited supervision.

ESSENTIAL JOB FUNCTIONS:

• Coordinates and participates in the preparation of contracts for goods and services, which includes: gathering, reviewing, and compiling specifications for legally-required bid processes; placing advertisements in newspapers; notifying vendors of bid opportunities; developing tabulation sheets; collaborating with departments on award recommendations; preparing Council agenda letters, vendor awards, and rejection letters; notifying departments of bid status, expenditure amounts, and contract dates; and/or, performing other related activities.
• Administers contracts with vendors.
• Updates vendor lists.
• Responds to vendor inquiries concerning bid specifications and openings in accordance with established guidelines and procedures.
• Provides guidance to departments on procedures and policies.
• Determines needed supplies and equipment and recommends procurement.
• Prepares various system generated reports for information such as vendors, supplies, and purchases.
• Authorizes and prepares purchase orders, interdepartmental memos/letters and provides other support related to the purchasing of supplies and equipment.
• Maintains, loads, and inputs service and commodity contract and bid information into applicable automated financial system for access by internal departments. 
• Files data and information in appropriate files.
• Collaborates with internal accounts payable to resolve billing issues.
• Issues vouchers to employees for clothing/supplies and maintains related records.
• Trains new staff as needed
• Performs other duties as assigned.
  
  Finance
• Coordinates the maintenance, development and month-end processing of print shop operations, which includes: processing billings to internal departments for print shop utilization and supplies; generating and disbursing monthly reports for budget history to departments; ensuring proper account disbursements; ordering City-wide copiers; coordinating activities with copier vendor; tracking complaints, resolving problems, and implementing copier upgrades; overseeing the performance of vendor; and/or, performing other related activities.
• Coordinates the sale of surplus items, which includes: taking photographs of items; obtaining history of items; researching items; loading items into applicable areas for viewing; obtaining and signing over titles; disbursing and depositing funds; and/or, performing other related activities.
• Assists in administering the procurement card program and/or other related credit accounts.
• Receives, records, and deposits funds related to purchasing activities.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of municipal procurement principles and practices;
• Knowledge of cash handling procedures;
• Knowledge of general accounting principles;
• Knowledge of basic budgeting principles;
• Knowledge of mathematical principles (e.g., simple algebra and basic statistics);
• Knowledge of vendor management principles and practices;
• Skilled in posting figures/numbers rapidly and accurately
• Skilled in using various computer software;
• Skilled in managing formal bid procedures;
• Skilled in managing vendor relations;
• Skilled in reading, interpreting, and analyzing bids, contracts, and purchasing documents;
• Skilled in providing customer service;
• Skilled in prioritizing, organizing, and managing multiple simultaneous projects;
• Skilled in defining problems, collecting data, establishing facts, and drawing valid conclusions;
• Skilled in reading, interpreting, applying, and explaining rules, regulations, policies, and procedures;
• Skilled in preparing clear and concise reports;
• Skilled in operating a computer and related software applications;
• Skilled in written communication;
• Skilled in communicating effectively with a variety of individuals.

MINIMUM QUALIFICATIONS:

• High School Diploma or G.E.D.
• Coursework in General Business Administration, including procurement.
• Two years of progressively responsible procurement experience.

PREFERENCES:

• One year of customer service experience.
• College Degree or procurement certifications
• Experience with on line bidding processes

WORKING CONDITIONS:

• Frequent reaching, squatting, stooping, sitting, talking, seeing, hearing, and manual dexterity.
• Occasional lifting and carrying up to 10 pounds.
• Work is typically performed in a standard office environment.

CONDITIONS OF EMPLOYMENT:

• Must pass pre-employment drug test.
• Must have satisfactory criminal history check.
• Must have satisfactory vehicle records check.

Rate of Pay: $23.03 per hour