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Accounting Specialist - Transit Purchasing & Procurement

Blacksburg, United States

General Definition of Work

Performs senior-level skilled purchasing and procurement work for the Transit Department (under the oversight of the Town’s Finance/Purchasing Department), responsible for overseeing the development of requisitions for purchase orders, including development of RFPs and IFBs, advising staff on purchasing policies and procedures, assisting the Purchasing Manager with the negotiation of vendor terms, and sourcing of materials and services and working to ensure timely delivery of goods and services. Assistance with other accounting/financial work, such as preparing bi-weekly payroll, oversight of numerous processes, and assisting with specially assigned projects, may be required. This position reports directly to the Transit Finance and Grants Supervisor. All purchasing/procurement activities will be performed under the oversight of the Town’s Finance/Purchasing Department, which maintains authority of the review, approval, and issuance of purchase orders, bid packages, and other procurement actions.

Shift: Monday - Friday, 8:00 AM to 5:00 PM

The Town of Blacksburg is an EEO Employer M/F/D/V

This position is not eligible for remote work.

Essential Functions

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

Provides oversight of the Transit purchasing function, under the direction of the purchasing department, to ensure department procurements are in compliance with Town and department policies and procedures, including the Virginia Procurement Act, Town procurement code, and Federal procurement regulations, including Federal Transit Administration (FTA) specific requirements
Provides guidance and direction to Transit staff as needed throughout the procurement process to ensure compliance with policies and procedures, in consultation with the purchasing department
Submits purchasing requisitions to the purchasing department, including review and verification of purchasing forms and supporting documentation as required by Town and departmental policy; complies with and attaches federally required clauses; submits requisitions into the Town’s accounting system; tracks purchasing requisition processing and distributes issued purchase orders received from the purchasing department to appropriate staff
Assists the Town Purchasing Department with the development of Request For Proposals (RFP) and Invitation For Bid (IFB) packets for Transit-related procurements
Assists the purchasing department with the proposal evaluation process for RFP procurements to ensure fair and consistent treatment of each bidder
Assists the purchasing department with negotiation of contracts, terms, and pricing with vendors
Maintains accurate procurement records and documentation in compliance with federal, state, and local records management regulations and policies
Stays informed of federal, state, and local procurement policy changes and updates to ensure organizational compliance
Provides assistance with data collection, administration, and outreach for the Disadvantaged Business Enterprise program (DBE) under the guidance of the DBE Liaison Officer (DBELO)
Maintains strong working relationships with internal staff and Town of Blacksburg personnel
Performs other duties as assigned

Knowledge, Skills, and Abilities

Thorough knowledge of standard office practices, procedures, equipment, and administrative support techniques
Thorough knowledge of business, English, spelling, and arithmetic
Thorough knowledge of departmental programs and policies
Thorough understanding of federal and state procurement regulations (preferred)
Possess strong negotiation, analytical, and problem-solving skills
Possess strong organizational skills
Possess excellent customer service skills
Ability to effectively communicate both verbally and in writing.
Ability to follow oral and written instructions
Ability to read and understand detailed and complicated policies, procedures, and materials that contain specialized words and phrases
Ability to operate a variety of office equipment to produce complex/technical documents
Ability to work independently and collaboratively in a fast-paced environment
Ability to establish and maintain effective working relationships with supervisors, managers, external organizations, stakeholders, consultants, associates, State and Federal organizations, and the general public

Education and Experience

Bachelor's degree in finance/accounting, business, or government administration with a minimum of three (3) years of experience in purchasing or procurement roles. An equivalent combination of education and experience may be considered.
Experience with contract management and vendor compliance is preferred
Experience and proficiency with the Microsoft Office Suite and EPR systems (SAP< Oracle, NetSuite, etc.) are required

Special Requirements

Valid driver's license with a satisfactory driving record

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force
Work regularly requires standing, walking, sitting, speaking or hearing, frequently requires using hands to finger, handle or feel and repetitive motions and occasionally requires pushing or pulling and lifting
Work requires standard and close vision
Vocal communication is required for expressing or exchanging ideas by means of the spoken word
Hearing is required to perceive information at normal spoken word levels
Work requires preparing and analyzing written or computer data and operating motor vehicles or equipment
Work has no exposure to environmental conditions
Work is generally in a moderately noisy location (e.g. business office, light traffic)

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