Purchasing Specialist

Assist in the development and deployment of purchasing best practices within the organization, operating within a decentralized purchasing model. Take steps to help improve purchasing processes, practices, tools, and systems. Assist departments with resolving discrepancies in purchase orders, contracts, and procurement cards. Review procurements to ensure  compliance with state, local, and federal laws, and City purchasing policies and procedures. Prepare Invitations to Bid, Requests for Proposals, Requests for Qualifications, tabulate results, and recommend contract awards.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
 

• Prepare invitations to bid, requests for proposal and requests for qualifications documents to elicit competitive bids for assigned departments and services; facilitate the evaluation process and tabulate the results; recommend award of purchase contracts to vendors in accordance with state laws and purchasing policies and procedures.
• Coordinate and manage solicitation information on the City website and the City's external website for e-procurement.
• Review and monitor insurance and bond documentation for compliance with contract terms and State law.
• Electronically notify vendors of awards and non-awards.
• Review requisitions to ensure compliance with policy and procedure, accuracy and completeness of listed item descriptions, quantities, and dollar amount.
• Monitor awarded contracts to ensure contract compliance and mitigate any discrepancies.
• Audit procurement card transactions each billing cycle to identify purchases made outside of normal purchasing policy and procedures.
• Maintain vendor information within the Tyler MUNIS system.
• Purchase supplies, materials, equipment, and services by assigned departments and/or commodity as requested.
• Assist with training of new and current employees on purchasing policies and procedures.
• Use excellent customer service skills to establish and maintain effective working relationships with other City employees, officials, and vendors.
• Participate in special projects as required and support Supervisor in procurement research.
• Perform clerical duties, answer phones, schedule meetings, proof reading and editing, record retention.
• Regular and punctual attendance is required. 
• Perform other related duties as required or assigned.

MINIMUM QUALIFICATIONS
 

• Bachelor’s Degree in any field OR an Associate’s Degree in Supply Chain Management, Accounting, Finance or related field OR at least two years of direct experience in purchasing, supply chain management, or Contract Administration 
• Advanced working knowledge of Microsoft Applications including, Word, Excel, Outlook, and Power Point

• Three or more years  experience in Municipal Procurement.
• Experience or education related to specification writing for Requests for Proposals and/or Requests for Qualifications
• Currently a Certified Professional Public Buyer (CPPB) or ability to acquire certification within three years of hire.
   

• Valid TX Driver’s License

Knowledge of:
 

• Municipal Purchasing practices and procedures.
• Basic accounting procedures and practices
• Basic Contract Administration

• Manage multiple projects
• Establish and maintain cooperative relationships with departmental representatives and vendors
• Communicate clearly and concisely, orally and in writing.
• Be organized and manage time well in a fast paced and constantly evolving work environment.