Purchasing assistant serp_jobs.h1.location_city

Job Title

Under the supervision of the Director of Finance, this position will coordinate the procurement activities across multiple departments, maintain ethical purchasing practices, and assist with procuring best value for the City. This position is the central processor and retention point of procurement that requires competitive bidding and works closely with all departments to ensure compliance with Texas State Laws, City Ordinances, Resolutions, and Policies.

Essential Job Functions

Responsible for the solicitation process for all Invitation For Bids (IFB), Request For Proposals (RFP), Request for Qualifications (RFQ), and Request for Quotations (RFQu) from beginning to end and managing the contracts pertaining to solicitations.

Works with City departments to develop specifications and determine proper procurement methods for complex and high technology purchases and other equipment and services, including construction.

Develops, prepares, and reviews Invitation for Bids (IFB), Request for Proposals (RFP), Request for Qualifications (RFQ), and Request for Quotations (RFQu).

Schedules bid openings.

Coordinates legal advertisements and notices.

Distributes bid invitations to vendors.

Reviews and tabulates bids to determine the lowest bid or bid that provides the best value.

Receives and responds to vendor inquiries related to bid awards.

Reviewing vendor agreements and contracts for compliance with City policy requirements.

Tracks the status of requisitions and purchase orders.

Processes purchase orders and other purchasing documents and enters information into the City's accounting system and the City's website.

Audits invoices to check for accuracy, receipt of material, and compliance with purchase orders.

Maintains purchasing and procurement reports, records, and files.

Manages citywide encumbrances and assists with year-end processes for purchase orders and the budget.

Manages fixed asset reports and assists with reconciling capitalized expenditures to the general ledger and resolving related discrepancies.

Assists with accounts payable as needed.

Other special project and duties as assigned.

Knowledge, Skills and Abilities

Accounting practices, preferably related to governmental finances.

Should have strong interest in or familiarity with work in a municipal government environment, and knowledge of principles and practices of modern accounting and financial operations.

Be self-motivated with the ability to work with minimal supervision.

Demonstrated ability for computer proficiency.

Demonstrated skills in written and oral communication.

Ability to understand and prepare written, graphic, and oral instructions, reports, and correspondence.

Ability to compile and interpret numerical and analytical data and make sound recommendations based upon the data.

Ability to establish and maintain cooperative working relationships with citizens, vendors, fellow employees, board / commission members and others.

Must have excellent prioritizing, problem solving and human relations skills.

Ability to read and interpret applicable City and departmental policies and procedures.

Education and Experience

Requires a bachelor's degree in Accounting, Finance, Business Administration, Public Administration, or closely related field and preferably at least one year of relevant work experience. It is preferred that the work experience be in-office accounting and finance related tasks. Must possess a valid Texas driver's license.