Procurement Specialist

Purchasing Manager

The purpose of this position is to support and manage the purchasing activities that ensure the city acquires goods, services, and equipment in a timely, efficient, and cost-effective manner. This position is responsible for preparing bid documents, managing vendor relationships, ensuring compliance with applicable laws and regulations, and promoting transparency and fiscal responsibility in municipal procurement practices. Supervision Received: Works under the general guidance and direction of the Director of Financial Services and/or designee. Supervision Exercised: None.

Essential Duties

• Review incoming requisitions from City departments, set up master files and determine appropriate action to be taken before moving the request for approval by the Procurement Administrator
• Coordinate and perform procurement activities in accordance with City policies, state and federal laws, and applicable procurement codes. Research, organize and maintain records on all co-op contracts, state contracts or piggyback opportunities which are available for consideration.
• Assist in the preparation of procurement related correspondence, reports and presentations
• Assist with the Preparation, issue, and management of solicitations including Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Requests for Quotes (RFQs) etc.
• Analyze bids and proposals; conduct vendor evaluations and participate in contract award recommendations.
• Draft, review, and Maintain procurement-related documents, including contracts, agreements, and purchase orders.
• Assist City departments with procurement planning, specifications development, and sourcing strategies. Review and approve purchase requisitions for compliance to City policies.
• Maintain and manage vendor records, ensure proper vendor registration, and monitor vendor performance.
• Ensure competitive pricing and value for money in the procurement of materials and services.
• Track contract renewals, expirations, and performance milestones; assist with amendments and extensions.
• Collaborate with legal and finance departments to ensure contract compliance and budget alignment.
• Provide guidance and training to City staff on procurement procedures, compliance, and ethical practices.
• Stay current with changes in public procurement laws, market trends, and best practices.
• Provide required documentation and other support as needed for the annual audits and other reporting requirement.
• Performs other duties assigned and/or required.

Qualifications

Bachelor's degree in Public Administration, Business Administration, Finance, Supply Chain Management, or related field, and a minimum of two (2) years of professional experience in public procurement. Equivalent combination of education, certification, training, and/or experience may be considered. Must possess a minimum of six (6) months of working experience in Open Gov.- Procurement and Contract Management Module. Must possess a valid State issued Driver's License. Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), NIGP Certified Procurement Professional (NIGP-CPP) training. Minimum 50 contact hours as evidence on NIGP Transcript or certification(s) is a plus.

Miscellaneous Information & Special Requirements

Required Knowledge, Skills and Abilities:

• Knowledge of public procurement laws, regulations, and procedures.
• Familiarity with competitive bidding processes and contract management.
• Strong data entry skills
• Strong analytical and negotiation skills.
• Excellent written and verbal communication skills.
• Attention to detail and a high degree of accuracy in documentation.
• Proficiency in Microsoft Office and procurement or ERP systems (e.g., Tyler Munis, Oracle, SAP).
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• High ethical standards and commitment to transparency and accountability in public service.