Procurement Specialist

ABOUT THE POSITION

Under general supervision, the incumbent performs administrative and financial duties to support procurement operations. Responsibilities include preparing and processing documentation, assisting with procurement functions, and facilitating the efficient acquisition of goods, and services. The Procurement Specialist plays a critical role in ensuring effective use of funds, maintaining compliance with policies and regulations, and supporting organizational standards. This position also provides responsive customer service to internal and external stakeholders and performs other related duties as assigned.

• Assist employees, citizens, vendors and the public via telephone, correspondence, or in person by answering questions, routing inquiries, providing information and documentation, resolving basic complaints, and providing customer service.
• Assist the Purchasing Coordinator with procurement and purchasing activities including reviewing and processing purchase requisitions and purchase orders.
• Verifiy that purchase requests include appropriate documentation and comply with City procurement policies and procedures.
• Review invoices, purchase orders, reimbursement requests, petty cash and per diem requests to ensure accuracy, proper authorization, and compliance with City Code.
• Process and enter requisitions and purchase orders into the City’s financial management system.
• Verify availability of funds and correct general ledger account coding prior to processing purchasing transactions.
• Maintain procurement, vendor, and purchasing records in accordance with Procurement Policies or City Code, internal controls, and audit requirements.
• Maintain vendor records and verifies required documentation including W-9 forms, business licenses, and Conflict of Interest questionnaires.
• Communicate with vendors regarding payment status, documentation requirements, and purchasing inquiries.
• Assist departments with purchasing procedures, documentation requirements, and procurement processes.
• Prepare, collect, compile and inputs data for monthly, routine, periodic, and special financial and procurement reports.
• Reconcile vendor statements, researches discrepancies, and resolves issues related to invoices, payments, or purchase orders.
• Track open purchase orders and assists departments with reconciliation or closure of outstanding purchasing transactions.
• Assist with preparation of documentation required for internal and external financial audits.
• Maintain organized purchasing files and documentation for compliance and record retention purposes.
• Perform other related duties as assigned.

IDEAL CANDIDATE

• Cash handling, bookkeeping, and accounting policies, procedures, controls, and terminology.
• Applicable City policies and procedures, codes and ordinances.
• Automated accounting/word processing/spreadsheet systems and database maintenance.
• Standard office practices, procedures, and equipment.
• Basic math and arithmetic functions.
• Procurement principles and practices (purchasing cycles, sourcing methods, competitive bidding)
• Contract development and administration
• Public procurement laws and regulations (e.g., municipal, state or federal purchasing rules)
• Request for Proposal (RFP), Request for Quote (RFQ), and Invitation for Bid (IFB) processes
• Vendor management and supplier evaluation
• Budgeting and cost analysis principles
• Inventory control and supply chain concepts
• Ethics and compliance requirements in purchasing
• Procurement software and financial systems
• Market research and pricing analysis

• Contract review
• Data analysis and cost comparison
• Research and market analysis
• Written communication to prepare bid documents and reports
• Problem-solving and decision-making
• Organization and project management
• Use of procurement systems, spreadsheets and databases
• Time management and prioritization

• Communicate effectively and provide customer service in a professional manner.
• Use automated information systems to maintain accounting information and perform word processing activities.
• Analyze situations accurately and adopt an effective solution.
• Perform basic mathematical computations using addition, subtraction, multiplication, division, percentages, and averages to solve problems.
• Understand and explain policies, procedures, rules and/or regulations to employees and the public to provide information.
• Prioritize and work on multiple tasks.
• Write clear and concise documents such as letters, memos or other correspondence in order to communicate with other departmental staff, or the general public.
• Work as part of a team to accomplish common goals.
• Interpret procurement laws, policies and procedures
• Analyze bids and proposals objectively
• Prepare clear reports and procurement documentation
• Work collaboratively with internal departments
• Identify cost-saving opportunities
• Ensure compliance with public records and procurement regulations

MINIMUM REQUIREMENTS

Education, Training, and Experience:

• Associate’s degree in Business Administration, Public Administration, Finance, Supply Chain Management, or related field.
• One (1) year of experience in purchasing, administrative support, finance, accounting, inventory control, or contract administration.

• A valid Arizona driver’s license at the time of appointment.

• Residency in the United States and within 25 miles of the City of San Luis.

• Bilingual in Spanish preferred.
• San Luis residency.

SUPPLEMENTAL INFORMATION

PHYSICAL AND MENTAL DEMANDS:
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 30 pounds unaided. Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands
While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied individuals.

Work Environment
The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.