Buyer/Contract Administrator (Part Time, 6-8 Month Limited Term)

The Position

The City of Carlsbad is seeking a detail-oriented and dependable individual to support our Purchasing Division within our Finance team on a part-time (15-20 hours per week), temporary basis (approximately 6-8 months). The Purchasing Division is focused on providing outstanding leadership and sound guidance to the organization in the procurement of goods and services, issuance of purchase orders, requests for proposals and bids, mailroom services, surplus disposal services, and supply inventory and management. Serving under the Assistant Finance Director and Purchasing Officer, the Buyer/Contract Administrator is a specialist in the application of procurement and/or contract administration theories, concepts and techniques used. The Buyer/Contract Administrator:

• Demonstrates a thorough understanding of the organization's resources and relevant policies, procedures
• Proactively identifies and provides solutions that are imaginative, thorough and practical
• Exercises judgment within defined procedures and practices to determine action
• Interacts daily with staff to support procurement activities while building effective relationships with staff members, suppliers, customers, functional peer groups and other key stakeholder groups
• Communicates outside organization (e.g. supplier or customer meetings or on-site visits, training, and interaction with external organizations)
• Frequently participates in cross-functional contact and coordination
• Networks, shares knowledge, and keep up to date with counterparts in the organization

Key Responsibilities

Assists with procurement and/or contract administration projects and tasks. Works on a wide range of difficult and complex problems and assignments. Responsible for key recommendations or decisions in area of responsibility. Applies sound business and technical judgment to problems. Provides and implements creative solutions that reduce costs, create value and meet business needs. Exercises judgment within generally defined practices and policies, selecting methods and techniques for obtaining solutions. Frequently interacts and builds effective relationships with team members, suppliers, customers, functional peer groups and other key stakeholder groups. Conducts presentations of technical information concerning specific projects. Represents the organization and works with the supplier. Produces polished, original correspondence and communication material for internal and external audiences. Demonstrates courage and willingness to make sound decisions in a timely manner. Places difficult issues on the table in open manner. Participates in developing and implementing solutions. Understands and effectively applies project management fundamentals. Assists with projects or programs. Assists with project approach, scheduling, costing and resource management. Assists with identifying appropriate resources for a project. Assists with setting priorities within projects. Identifies opportunities for cost reduction efforts and leads cost reduction efforts. Acts as a resource for knowledge related to assigned commodities.

Qualifications

Ability to perform work that is thorough, accurate, timely, and on-budget. Demonstrates a strong capability in the area of creativity and innovation. Thinks "outside the box." Originates change, makes things better with creative ideas and solutions. Skilled and effective communicator, with both written and oral presentations. Highly developed presentation, demonstration and writing skills. Strong interpersonal and communication skills. Effective team player and informal/formal team leader. Understands and applies standard concepts of financial planning and analysis. Thorough understanding of customer's business needs. Fully proficient in application of purchasing and/or contract administration principles, theories and concepts. Displays knowledge of the business environment. Applies expertise in value analysis. Demonstrates basic understanding of business concepts related to procurement of services and goods, e.g., economic indices, logistics, forecasting, performance metrics.

Experience & Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. Typically requires at least 2 years' experience where the primary responsibility is providing a key support role in the purchasing of goods or procurement of services and/or contract administration. High school education or GED. Preferred:

• Knowledge of and experience with State of California contracting codes and city municipal purchasing codes.
• Understanding of business concepts related to procurement of services and goods.
• Experience with formal bidding process and contracting in the state of California.

Benefits

APPLE Savings Plan, Employee Assistance Program: EAP, 40 hours of sick leave per fiscal year (July 1- June 30) Eligible to use after the first 90 days of work. Part time positions do not have benefits, and cannot exceed 980 hours in a fiscal year (July 1- June 30).