A paraprofessional position responsible for processing purchase requests for materials/supplies, equipment and services for City departments, which are primarily over the sealed solicitation threshold.
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Accepting applications until position is filled
Essential FUNCTIONS AND DUTIES include the following. Other duties may be assigned as dictated by operational necessity.
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Assists Departments in the development of specifications.
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Review Department specifications and plans for completeness and accuracy.
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Manages the solicitation process, primarily for large purchases, construction projects, request for proposal, and request for qualification from preparation through the award of Agreement or Purchase Order
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Authorized to award Purchase Orders up to and including $3,000
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Responsible for the City’s Purchasing Card administration duties and responsibilities.
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Manages the contract administration for assigned projects through the completion of the project.
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Meet with vendors and departmental personnel in office for discussion of products, upcoming projects and current needs.
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Update/maintain computer and physical files for contracts. Assist with records retention.
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Research internet for vendors and product specifications. Compare and analyze current market offerings.
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Perform clerical office functions such as processing mail, filing and record retention.
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Audit and correct invoices to coincide with purchase orders and contracts.
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Follow up to resolve problems with invoices, delivery, etc.
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Prepare reports, statistical analysis and correspondence as required and directed.
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Help as needed with office equipment and supplies (fax/copier).
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Assist in year-end processing.
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Assume additional duties as directed by the Manager, Director or City Manager.
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Assume some responsibilities of Manager, when Manager is absent.
Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.
KNOWLEDGE / SKILLS / ABILITIES:
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Considerable knowledge of public sector procurement and accounting principles, practices and procedures.
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Considerable knowledge of the methods and procedures used in managing solicitations.
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Considerable knowledge of the formal and informal solicitation processes.
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Considerable knowledge of federal state and local rules, regulations and laws regarding governmental purchasing.
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General knowledge of modern office practices and procedures.
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General knowledge of the various grades, quality standards, and sources of supply and price trends for a variety of goods and services.
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General knowledge of the principles of organization and administration.
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Excellent grammar skills for effective written and oral communications.
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Skill in complete and accurate document preparation for purchasing.
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Ability to use common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.
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Ability to perform cost analyses.
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Ability to prepare specifications for a variety of equipment and services.
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Ability to exercise independent judgment in selecting from items available and cost quotations when recommending award of solicitations.
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Ability to compile and maintain accurate inventory and purchasing records and prepare periodic reports from these records.
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Ability to understand and follow oral and written instructions.
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Ability to effectively express ideas orally and in writing.
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Ability to exercise tact, courtesy and firmness in frequent contact with vendors.
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Ability to establish and maintain effective working relationships as necessitated by work assignments.
EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:-
Minimum of four (4) years’ experience in procurement as a Purchasing Agent for commodities and services.
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Diploma or GED required, two year degree preferred.
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Public Procurement Associate Designation or acquire designation within one year.
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Experience in a stressful, fast-paced office environment.
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An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. Relevant education may substitute for a portion of the required experience, and additional directly related procurement experience may substitute for education on a year-for-year basis.
Supervisory Responsibilities:-
May be required to exercise supervisory authority over other office or clerical personnel
Disclaimers:
All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently.
EMERGENCY RESPONSE STATEMENT:
Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.
