Procurement Specialist Vernon CA 1 of 2
JOB DESCRIPTION
Procurement Specialist
Date Prepared: October 2023 Class Code: 1236
SUMMARY: Under general supervision, performs a variety of administrative and technical support duties focused on purchasing functions within a City operating Department; performs routine procurement duties involved in the purchase of goods, materials, and services in coordination and compliance with the City’s centralized purchasing functions; performs routine accounting, reconciliation, and contract administrative activities associated with Department functions; prepares correspondence; maintains departmental records and filing systems; conducts special projects as required.
DISTINGUISHING CHARACTERISTICS: -- Procurement Specialist works under general supervision and performs a variety of specialized technical support duties involving departmental procurement work in accordance with established citywide policies and procedures.
ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Performs highly skilled specialized administrative and technical support work focused on the procurement of goods, materials, and services within a City operating Department. • Prepares and advertises bids consistent with City policies; generates and/or develops Requests for Quotations or Proposals and other solicitations for supplies, materials, and services. • Assists in negotiating with suppliers and vendors on contract terms, conditions, and language using citywide forms and templates and in coordination with appropriate reviewing and approving staff within the City.
• Contacts, interviews, and evaluates vendors regarding specific department procurement needs, specifications, bids, and prices, and arranges for demonstration of products if required and makes recommendations for awards.
• Monitors and maintains departmental contracts, leases, and blanket purchase orders. • Assists with monitoring purchasing agreements and contracts to ensure vendor compliance. • Confers with end users to ensure products and services meet operational requirements. • Receives, examines, and processes departmental requests for supplies, materials, and services. • Prepares requisitions; enters invoices in City’s financial system for processing, prepares requests for payments; reconciles departmental billing statements.
• Compiles, summarizes, and analyzes financial data, and prepares departmental financial reports. • Consults and coordinates with the City’s centralized purchasing staff to ensure compliance with City purchasing rules, polices, and procedures.
• Prepares correspondence and a variety of reports.
• Organizes and maintains filing systems and records.
• Conducts a variety of general and administrative office duties. • Receives requests for information on materials, supplies, and services and proposes solutions to address Departmental needs; explains rules, policies, and procedures; explains the proper use and completion of forms and documents.
Procurement Specialist Vernon CA 2 of 2
• Assigned special projects as needed.
• Assists in inventory control and maintenance of appropriate supply stock orders and tracks supplies. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of workrelated issues and City information; performs other duties as required or assigned.
MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Possession of a High School Diploma or GED, AND three (3) years administrative and/or purchasing support experience including at least one (1) year of experience in governmental or commercial purchasing.
Knowledge of:
• City organization, operations, policies and procedures. • City Code, City Ordinances, and Standard Operating Manual. • Principles and practices of office administration.
• City Code, City Ordinances, City Budgets, and Standard Purchasing Procedures. • Records management principles.
• Principles and practices of record keeping, report writing and project management. • Customer service standards and protocols.
• Human resource management practices and principles.
• Business computers and standard MS Office software applications. • ERP software and reporting.
• Storekeeping and warehousing methods and practices including inventory control procedures; types of supplies, materials and equipment commonly used by the municipal utilities.
Skill in:
• Explaining City purchasing rules and regulations, and policies and procedures. • Preparing correspondence, agendas, and various types of documents. • Entering numerical and related information into a computer system with speed and accuracy. • Organizing and maintaining departmental records and filing systems. • Researching and utilizing financial and operational data and information to achieve cost effective results. • Managing multiple priorities and meeting deadlines.
• Coordinating special projects in support of departmental operations. • Organizing tasks and meeting deadlines.
• Operating a personal computer utilizing a variety of business software. • Communicating effectively verbally and in writing.
• Establishing and maintaining cooperative working relationships with co-workers and the public.
LICENSE AND CERTIFICATION REQUIREMENTS:
Valid California State Driver’s License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment.