Minimum Education and Experience Requirements:
Bachelor’s Degree in accounting, business or public administration, or a related field required; supplemented by one year of administrative support experience, with purchasing experience in a large-scale public sector organization preferable; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Professional designation as a Certified Professional Public Buyer (CPPB) issued through the Universal Public Purchasing Certification Council (UPPCC) is preferred.
May be required to possess a valid state driver’s license with acceptable driving history.
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The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.
- Surveys vendors to evaluate products and supplies for the lowest prices: utilizes current supply catalogues and other references for sources of supply.
- Obtains price quotes from vendors and compares quotes with requested commodity specifications and availability of items.
- Collaborates with user departments to develop clear and concise technical bid specifications to meet department needs; ensures minimum requirements are clearly defined and allow for competitive quotes; and analyzes quotation specifications to ensure accuracy in defining a purchase such as supplies, equipment, services or materials.
- Prepares, reviews, edits and tracks specifications utilizing the automated financial system to ensure specifications are properly entered into the system.
- Prepares and issues quotes and related materials; distributes quotes to vendors; opens and tabulates quotes; analyzes bids to determine most responsible/responsive bidders; sends results of quote responses to requesting City departments; and prepares and issues addendums to notify vendors of additions/changes in quote solicitations.
- Maintains lists of active vendors; provides information on vendors to City personnel engaged in departmental purchasing processes; and maintains vendor files for vendors that solicitations have been sent to.
- Prepares and generates purchase orders and/or service contracts utilizing automated financial systems and ensures that specifications and commodity codes are current.
- Conducts training with vendors and employees of City departments: trains department liaison(s) on AMS Financial System and procurement process; and trains vendors in online bidding E-Quote.
- Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation, including Solicitation Responses, Evaluation Documents, specifications, insurance certificates, invoices, payment vouchers, and time sheets; reviews, completes, processes, forwards or retains as appropriate.
- Prepares or completes various forms, reports, correspondence, and other documentation, including notification letters, payment vouchers, production/status reports, addendums, purchase orders, recommendations letters, and termination letters; compiles data for further processing or for use in preparation of department reports; and updates/maintains a wide variety of computerized and/or hardcopy procurement and product documents/ records.
- Communicates with supervisor, department liaison(s), sales representatives, consultants, vendors, the public, and other individuals as needed to coordinate procurement activities, review status of requisitions, exchange information, resolve problems, or provide assistance.
Additional Functions
- Performs other related duties as required.
ADA Compliance
Physical Ability: Tasks require the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, odor, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, smoke, temperature and noise extremes, hazardous materials, unsafe structures, heights, confined spaces, machinery, vibrations, electric currents, traffic hazards, bright/dim lights, toxic agents, animal/wildlife attacks, animal/human bites, or rude/irate customers.
The city is an EOE, DFW; Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
No calls please, only applicants chosen for an interview will be contacted
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