Purchasing Specialist

Under direction, coordinates and performs professional and technical procurement administration and compliance functions for the Transportation Department in accordance with City standard and policies and all applicable legal requirements; researches, drafts, negotiates, analyzes and administers all solicitation types, standard contracts, purchase requests, and other documents; provides advice and professional support to staff regarding procurement requirements; determines appropriate procurement method and performs product research;

and performs related work as required.

Received direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

This classification is responsible for performing professional work within the Transportation Department, including, but not limited to, procurement administration. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments.

Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy requirements.

• Purchase materials, supplies, equipment and services for the use by the Transportation Department;
• Develops, prepares, and maintains contracts, purchase orders, formal and informal solicitations, purchase orders, correspondences, quotations, scopes of work and specifications, pre-proposal meetings, and job walks, and contract awards;
• Receives and analyzes requisitions, solicits quotations, compares costs of products and services, and makes or recommends purchases;
• Performs a variety of procurement-related duties in the review, sourcing, and receipt of goods and services to ensure they comply with mandated City, state, and federal procurement policies, rules, regulations, and guidelines;
• Develops and maintains clear, accurate, and concise statistical and cost evaluation reports; maintains comprehensive procurement records and files; prepares reports and tabulations on materials and services, comparative prices, and market trends;
• Reviews scope of work and technical sections with management staff and consultants, to ensure clarity and consistency; assist with planning for and coordinating projects; acts as point of contact for procurement projects; ensures project adheres to scope of work;
• Understands, interprets, explains, and applies City, state, and federal laws and regulations, mandated safety rules, and protocols;
• Receives requisitions and verifies supporting documents; expedites and issues purchase orders; coordinates the creation of change orders; reviews signed and returned contracts;
• Receives and responds to inquiries regarding procurement policies and procedures; assists with research and preparation of purchases; may provide assistance with the City’s purchasing system as needed;
• Prepares financial analyses and cost comparisons to determine the cost-effectiveness of products, services, and commodities within areas of assigned responsibility;
• Assist in the resolution of accounting and receiving discrepancies; process claims with vendors for damaged or incomplete materials; obtain credits where appropriate;

• Performs other duties as assigned.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to a bachelor’s degree from an accredited college or university with major coursework in purchasing, finance, or business administration.

• Three (3) years progressively responsible experience in purchasing materials, equipment, supplies and services in a public sector setting.

• Modern principles, practices, and methods of public and governmental purchasing and procurement programs, processes, and applications, including competitive bidding procedures.
• Principles and practices of project management, milestone and timeline development, document analysis/evaluation.
• Applicable Federal, State, and local laws, rules and regulations relevant to assigned areas of responsibility.
• Sources and types of products, commodities, and services used in public works and transportation industries.
• Methods and techniques of developing business communications including reports, correspondence, and bid documents.
• Principles and practices of business organization and public administration.
• Recordkeeping principles and procedures.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff, including telephone…