Procurement Specialist

JOB CLASSIFICATION SUMMARY 

Performs entry level purchasing duties while procuring a wide variety of items, including materials stocked in the Town supply areas, services, equipment, and other items as needed; administers the Town’s purchasing card program; assists with documentation and correspondence related to solicitations and contracts; performs related work as required.

DISTINGUISHING CHARACTERISTICS

Incumbents are expected to possess a general knowledge of transactional work standards and exercise independent judgment in the disposition of their daily activities. This classification differs from the Procurement Officer class by handling various paraprofessional assignments and requiring less technical knowledge and experience.  This class receives general supervision from a purchasing supervisor, and/or the Procurement Administrator who reviews completed work for accuracy, adherence to department policies and procedures, and overall results achieved.  This class is FLSA non-exempt.

The following are intended to describe core work functions of this classification.  While the level and broad nature of essential duties may not change, specific work tasks will vary over time depending on the Town’s needs. 

• Administers the Town’s procurement card ("p-card") program including issuing cards, canceling cards, training Town staff, reviewing p-card purchases, auditing p-card documentation submitted by Town staff, analyzing spending patterns, and recommending improvements to the Town’s processes and internal controls.
• Monitors supplies and professional services requisitions, and issues purchase orders;
• Monitors the Town’s purchasing activities related to office supplies, cell phones, general services, and e-commerce to include training of end users on ordering and tracking methods; assists departments with receiving and setting up new technology as necessary;
• Finalizes bid, proposal, and quote packages for procurement officers; completes information to be mailed to vendors and to newspapers for advertising; monitors vendors’ insurance information and certificates to assure adequate coverage according to related contracts;
• Provides assistance to Town staff and vendors with purchasing and financial software problems and issues;
• Purchases a wide variety of materials and supplies for the Town; obtains quotes for such items and places orders; 
• Meets with vendors and inspects sample products; purchases items based on quality and competitive pricing;
• Reviews requisitions to assure purchase of correct commodity or service;
• Issues informal requests for quotes and bids; reviews and analyzes results and makes  recommendations;
• Performs all work duties and activities in accordance with Town policies, procedures, and safety practices;
• Performs other duties as required and assigned;
• Works with others to develop and maintain office forms and procedures; 
• Cross-trains and provides backup to related positions;
• Maintains harmony among workers and resolves grievances. 

Education and Experience:  

• High school diploma or GED equivalency; 
• Two (2) years specialized coursework in accounting, bookkeeping and/or procurement;
• Three to Five (3-5) years’ experience in contract administration, purchasing, vendor management, procurement card, accounting, finance, or a closely related field; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job;
• Municipal experience preferred.

LICENSING/CERTIFICATION REQUIREMENTS

• Driver’s License;
• Professional certification as a Certified Public Purchasing Buyer (CPPB), NIGP Certified Procurement Professional (NIGP-CPP), or Certified Professional in Supply Management (CPSM) is preferred. 

KNOWLEDGE

• Knowledge of standard office practices and procedures.
• Knowledge of computer software including word processing, spreadsheet and database applications.
• Knowledge of accounting practices and records management techniques.
• Knowledge of purchasing methods and procedures including buying, inspection, and shipping methods;
• Knowledge of sources of supply and of markets and price trends;
• Knowledge of procurement card program policies, practices, and internal controls; 
• Applicable Federal, state and local laws, codes, ordinances, rules and regulations;
• Contract law and the methods, procedures and practices used in contract administration;
• Methods, policies, and procedures involved in purchasing Public Works and/or Utilities construction and A/E Services; 

SKILLS

• Skill and flexibility in adapting flexibility to changing conditions and situations in the work environment.
• Skill in both oral and written communication.
• Skill in providing courteous and efficient service to the public.
• Apply proper descriptive terminology or specifications to requisitions for commodities and services;
• Obtaining bids and purchase a variety of materials for the best product for the best price;
• Making accurate arithmetic computations to obtain precise information;
• Operating standard office equipment, including a personal computer using program applications appropriate to assigned duties;
• Learning and using new, complex software applications specific to tracking and placing orders;
• Performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time sensitive deadlines;
• Demonstrating integrity, ingenuity, and inventiveness in the performance of assigned tasks.

OVERALL PHYSICAL STRENGTH DEMANDS:

PHYSICAL DEMANDS:

Note: This is intended as a description of the way the job is currently performed. It does not address the potential for accommodation.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE:

Standard office equipment; vehicle

ENVIRONMENTAL FACTORS:

PROTECTIVE EQUIPMENT REQUIRED:

None

NON-PHYSICAL DEMANDS:

PRIMARY WORK LOCATION: