Purchasing & Compliance Specialist III

Safety/Security Status:
None SUMMARY

In addition to the duties and tasks performed by the Purchasing Compliance Specialist II, the Purchasing Compliance Specialist III is responsible for activities in procuring goods and services for the City, including guiding Departments through standard procurements (with assistance from the Purchasing Manager when needed) from solicitation to contract close‑out. This position executes and supports tasks related to procurement and purchasing including processing, handling, and maintaining data/records to accomplish procurement and purchasing operations in the City.

Maintains a detailed knowledge of procurement laws related to their duties and a strong knowledge of City Policies. This position also manages the surplus item auction process for the City and serves as a back‑up to the Purchasing Compliance Manager.

The ideal candidate will have a background in contracts or procurement, strong attention to detail and accuracy, high standards of quality and personal integrity, be a self‑starter and good at managing deadlines, able to communicate professionally via telephone, email and in person, be proficient in Microsoft Office Programs (Excel, Word, etc.) and possess a strong ability to work collaboratively with varying personalities and work styles.

• Work with City Departments to guide them through standard procurements and navigate purchasing needs/processes; including initializing City wide solutions or IDIQ contracts for City wide use when applicable. This duty is performed daily.

• Writes standard solicitation documents, overseeing the solicitation process from beginning to end; including attending bid openings, pre‑bid meetings, review bid packages and bid tabulations, assist in the final evaluation of solicitations for bid awards, and contract drafting. This duty is performed weekly.

• Complete procurement contract templates and assist other Departments in filling in/using standard templates for work procured outside of the Purchasing Division of the Legal Department; in doing so looking for ways to standardize and improve processes. This duty is performed weekly.

• Manage the surplus auction processes; including preparing items for City Council, creating and maintaining a master list of items declared surplus, overseeing the online auction, and coordinating with other departments to properly dispose of surplus items. This duty is performed monthly.

• Assist Purchasing Manager with training initiatives, process improvements, and other tasks as needed; including document review. This duty is performed daily.

• Serve as back‑up to the Purchasing Compliance Manager and Purchasing Compliance Specialist II processing and approving requisition requests into purchase orders according to City Purchasing Policy, and other back‑up duties.

• Assists the Purchasing Manager in the creation and process of complex solicitations; including managing solicitation tasks such as distributing and posting packets, maintaining known document holders, writing and distributing addenda and RFI responses, and attending or leading pre‑bid meetings, and bid openings. This duty is performed weekly.

• Run and provide Purchase Order reports and other financial system reports when needed; including assisting in the Year‑End process annually. This duty is performed monthly.

• Assist Purchasing Compliance Specialist II with managing the shared Purchasing email. This duty is performed daily.

• Enter contracts in Munis for other departments as needed. This duty is performed weekly.

None.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High School Diploma or GED equivalent required, night, trade extension, or correspondence school specialized training equal to two years of college. College level business classes or degree preferred, 4+ years in a…