Procurement Liaison

Procurement Liaison

The Bureau of Customer Services seeks to hire a candidate with 3 years or more of Procurement experience to serve as a Procurement Liaison within the Administration Unit. Under the direction of the Procurement Director, with some latitude for independent initiative and judgement, the selected candidate will be responsible for purchasing goods and services and processing of procurement documents and contracts. Responsibilities will include, but are not limited to, preparing solicitation and payment documents required for all methods of procurement, preparing and processing orders in a timely and accurate manner in accordance to agency rules and assisting in tracking of procurement and budget assignments and deadlines; providing reports, summaries, and progress updates related to procurement and budget encumbrance activities. Working closely with the procurement and budget team to monitor daily activities and submit weekly summaries of key issues and developments to the Director of Procurement and Budget. Responding to inquiries from end users and bureau partners and following up on procurement and budget discrepancies to ensure timely resolution. Providing basic procurement and budget training and data entry assistance to staff in order to support an efficient procurement and budget process. Maintaining appropriate contacts with vendors and/or Accounts Payable team/End Users etc. to provide order packing slips, invoices, insurance certificates, receiving reports etc. and submit them for approval to mitigate any processing issues. Coordinating with oversight and support bureaus to obtain necessary documents, approvals and signatures for efficient procurement workflow. Liaising with Accounts Payable team to ensure vendor payments have been made, and track payment status. Soliciting quotes from vendors and coordinating with end user on appropriate vendor selection. Coordinating with vendors to resolve problems concerning the receipt of goods, and/or services, or for account payable related issues. Perform related assignments and special projects as required.

Physical/Environmental Factors: Prolonged sitting. High volume, incoming and outgoing calls. Extensive typing for data entry work.

Preferred Skills: 1. Strong analytical abilities and research skills. 2. Advanced proficiency in Microsoft Office – Word, Excel, and Project. 3. Strong organizational, writing and communication skills. 4. Ability to work under limited supervision and to handle multiple assignments with limited time constraints and detailed oriented. 5. Demonstrates personal initiative, responsibility, leadership and flexibility. 6. Working Knowledge of Financial Management System (FMS), PASSPort, and other City procurement information systems.