Senior Procurement Officer

Description

Examples of Duties

• Directs or performs contract bidding process for the City; reviews department’s bid/proposal specifications, attends bid openings and pre-bid conferences, reviews and evaluates vendor’s bids/proposals to determine compliance with stated specifications and conditions, approves and notifies proper parties about bid awards.
• Performs the verification of purchase orders to determine compliance with procurement laws, ordinances, policies, and regulations.
• Approves all purchase orders exceeding predetermined spending levels.
• Maintains purchasing filing system on purchasing-related materials and documentation such as bid/proposal information.
• Maintains vendor data base, commodity code, and other purchasing-related data on the electronic purchasing system; prepares related reports.
• Researches the availability of State, Federal, or cooperative contracts for goods and services.
• Serves as the administrator of the Purchase card program for the City.
• Examines contract documents including special provisions contained therein for acceptable legal terms and conditions and compliance to public procurement standards; seeks advice from City Attorney if needed; negotiates any required changes with contractors; approves contract extensions.
• Interacts with vendors’ representatives; reviews vendors purchasing policies and procedures, performs periodic audits of department records, and makes appropriate recommendations.
• Formulates, implements, maintains, updates, interprets, and enforces procurement policies/procedures; establishes standards; ensures compliance with all applicable laws, rules, regulations, standards, and best procurement practices; presents changes to established policy/procedures to the Finance Director for City administration review.
• Assists departments with formulation of bid/proposal specifications; enters data in the electronic purchase order system; researches budget, commodity, vendor payment, and purchase order information.
• Prepares and administers the budget for the division.
• Assists Finance Director with annual audit, year-end procedures, purchase order information and other duties as assigned.

• Document processes and procedures; provide financial business analysis support to departments and divisions in problem solving and developing new processes.
• Examines new or modified programs, conduct research, investigate workflows, policies and procedures providing management with data to determine the consequences of proposed changes, and recommend changes, on operations within assigned projects and/or program areas assuring alignment with established guidance, regulation and legislation.
• Coordinates with critical personnel to develop and evaluate initiatives and successfully complete assigned projects.
• Understand business processes within assigned department and recommend technology to improve performance.
• Researches and evaluates new technologies to be used as enhancements or upgrades to existing systems, programs and workflows.
• Reviews work progress through daily finance business analysis support to departments, ensuring that the proper level of service is being provided to the end user.

Typical Qualifications

• Graduation from high school and/or has an associate degree and progressively responsible experience in performing procurement functions and related purchasing activities, or equivalent combination business analysis support services, training and experience.

• Virginia Contracting Associate (VCA) certification.
• Virginia Contracting Officer (VCO) certification (or equivalent) preferred.

• Comprehensive knowledge of laws and regulations governing City procurement and the principles, methods, and practices of governmental purchasing.
• Thorough knowledge of business practices and market conditions.
• Thorough knowledge of standard types of forms and legal requirements.
• Thorough knowledge of contract methods, types, and principles and procedures.
• General knowledge of computerized purchasing systems and microcomputers.
• General knowledge of Microsoft software applications (Excel, Word).
• General knowledge of accounting practices and procedures as they relate to government contracts and purchases.
• General knowledge of accounting practices and procedures as they relate to annual audit, year-end procedures
• General knowledge of principles and practices of supervision and modern office practices.

• Quantitative, analytical, managerial, customer service, communication, and negotiation skills.

• Ability to deal effectively with administrative officials, with representatives of business, industry, and other institutions, vendors, and the general public.
• Ability to make sound policy decisions.
• Ability to organize and direct office staff in performing varied procurement functions.
• Ability to prepare specifications and invitations to bids and to analyze bids.
• Ability to utilize automated administrative accounting, purchasing and ERP systems.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with subordinates, other employees, City officials, vendors, business/industry representatives, and the general public.

Supplemental Information

• Work is primarily performed in an indoor, climate-controlled, pleasant environment. May be required, as need arises, to conduct field visits for pre-bid conferences.

• Hearing, seeing up close, talking, finger movement, repetitive motions.