Sr. Purchasing Specialist

Job Title

Responsible for managing the City's contract administration program and act as the purchasing specialist for the CIP/Project Management division. Oversee the bid process for all annual contracts in accordance with all statutory requirements, City Charter and City policy requirements.

Job Functions

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.

• Recommend and assist with the implementation of contract process improvements by identifying contracting issues and practice requiring modifications and clarification of existing policies and procedures and provide recommendations to Administration and staff.
• Develop and maintain terms and conditions for purchasing agreements and contracts; maintain electronic library of contract templates and alternate clauses.
• Interpret contract provisions, review contracts for accuracy prior to bid award or contract renewal, monitor awarded contracts to insure contract compliance, and mitigate any discrepancies.
• Provide guidance and ensure effective tracking for contract administration and compliance by organizing, maintaining and electronically tracking all contracts and related documents.
• Conduct periodic audits of contracts to ensure compliance with contract requirements, terms and conditions, and billing; prepare audit reports documenting any contract deficiencies; submit written notification of deficiencies to vendor and administration; and resolve any discrepancies between contracted parties.
• Prepare bid specifications to elicit competitive bids; Review vendor's proposals to determine compliance with stated specifications; recommend award of purchase contracts to vendor with proposing rates and conditions most favorable to interests of the City.
• Coordinate formal bid openings for competitive solicitations; perform detailed analysis of bids to determine responsiveness to the solicitation; evaluate bidder responsibility based on previous contract performance; create spreadsheets to detail evaluations for purchasing analysis.
• Review insurance and bond documentation for compliance with contractual terms and State law.
• Ensure that all bid/proposals are published in the newspaper in compliance with State purchasing laws.
• Notify vendors of awards and non-awards electronically.
• Coordinate and manage the information on the City's website for e-procurement.
• City surplus auctions point of contact. At a minimum, includes gathering data from City departments, taking pictures of items, sending details and pictures to auction site, arranging for bidder inspection and pickup.
• Process requisitions, applying proper codes, ensuring availability of funds, sourcing availability, cost comparison and obtain quotes for purchase of commodities and services for City departments.
• Communicate daily with departmental users on purchase discrepancies, bid awards, etc.
• Use excellent customer service skills to establish and maintain effective working relationships with other City employees, officials, citizens and vendors.
• Regular and punctual attendance is required.
• Perform all other duties as assigned.

Qualifications

• Must meet one of the following:
  • Bachelor's degree in supply chain management, accounting, or finance, OR
  • Bachelor's degree in any field PLUS
    • At least 2 years of employment in procurement, purchasing, or supply chain management OR
    • At least 2 years of education (equivalent to an Associate's Degree) in procurement, purchasing, or supply chain management OR
    • At least 80 hours of completed coursework in an accredited procurement certification program, OR
  • At least 4 years of employment experience in procurement, purchasing, or supply chain management
• Proficient in Microsoft Word and Excel Advanced working knowledge of Microsoft Applications including, Word, Excel, Outlook, and Power Point.

Preferred Qualifications

• Good working knowledge of contracts and contracting practices
• Experience applying organizational standards when requesting and evaluating requests for proposals (RFPs)
• Experience with the procurement for a municipality, county, state or other governmental agency is highly desired.
• Certified Professional Public Buyer certification. Statewide Procurement Division (SPD)Certified Texas Purchasing Manager (CTPM) or Certified Texas Contract Developer(CTCD) and a Certified Texas Contract Manager (CTCM) certification.
• Tyler Enterprise ERP Experience

Supplemental Information

Knowledge of:

• Procurement methods and procedures of a large scale purchasing function including buying, quality assurance, contract administration and contract law.
• Laws, ordinances, rules, regulations and other requirements governing the purchase of commodities and services for the City
• Preparing municipal contracts
• RFP and bid process

Skill in:

• Operation of personal computer and utilizing Microsoft Office software such as Excel and Word.
• Principles of logical thinking to define problems, collects data, establish facts and draw valid conclusions.

Ability to:

• Managing multiple projects simultaneously.
• Communicating effectively and efficiently on a professional level.

Benefits

Full-time employees are eligible to participate in our standard benefits program which includes:

• Vacation leave accruals at the rate of 3.33 hours per pay period x 24 pay periods;
• Paid holidays that are determined on an annual basis;
• Employee paid medical, dental, vision, and life insurance programs paid for by the City; (Effective on first day of the month after your hire date family benefits are available and require premiums paid by the employee).
• TMRS retirement plan that requires a mandatory employee contribution of 7% of gross earnings. The City matches this contribution at a rate of 2 to 1