Procurement Specialist - Westminster, United States - City of Westminster

Description

Salary: $66, $85,571.00 Annually

Location : Westminster, CO

Job Type: Temporary Benefited

Job Number:

Department: Finance

Division: 23 Procurement Office

Opening Date: 05/06/2024

Closing Date: 5/20/2024 8:30 AM Mountain

POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION

The City of Westminster is seeking a detail-oriented and proactive Procurement Specialist to manage solicitation processes, issue purchase orders, conduct market research, and utilize cooperative contracts. Reporting directly to the Procurement Manager, the Procurement Specialist will play a crucial role in ensuring compliance with procurement policies and regulations while providing exceptional service to internal stakeholders.

The Procurement Specialist position presents an exciting opportunity to contribute to the efficient procurement operations of the City of Westminster, ensuring compliance, cost-effectiveness, and timely procurement of goods and services to support citywide initiatives.

This is a temporary, 40 hours per week position that may last up to three (3) years and is intended to provide a professional opportunity to work in procurement in a municipal government setting. City benefits are provided. City Hall business hours are Monday through Friday, 8:00 a.m. - 5:00 p.m. Temporary employees may be subject to termination at any time without cause, including cessation of funds.

The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee's level of proficiency and usage.
ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES

The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service - People - Integrity - Respect - Innovation - Teamwork).

This position supports the goals of the Finance Department, which provides quality financial services and expertise necessary to support a financially sustainable City Government.

Every employee is accountable to:

• Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
• Communicate with customers to ensure that where possible they are satisfied and that their needs are being addressed; solicit and evaluate customer feedback
• Act as an ambassador by understanding and fostering the organization's mission and vision
• Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner
• Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty and ethical behavior
• Address difficult or contentious issues in a constructive manner
• Support/promote change; demonstrate flexibility and takes calculated risks when appropriate
• Participate in personal growth opportunities and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
• Work to continuously improve the efficiency and effectiveness of the service or product being delivered
• Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
• Value diversity; demonstrate an awareness of differences; demonstrate sensitivity and adapt behaviors and communication to accommodate these differences

GENERAL COMPETENCIES
Citywide - Every employee in this position is accountable to:

• Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
• Recognize personal strengths and weaknesses and target areas for personal self-development
• Demonstrate initiative in performing job tasks
• Exhibit problem-solving skills leading to sound judgment and quality decisions
• Achieve goals, handle assigned workload and new assignments effectively; demonstrate an ability to work independently
• Communicate effectively with individuals and groups using clear and concise verbal and written communications
• Demonstrate accountability for work and take ownership in job performance
• Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product

Job Specific - Every employee in this position must be able to:

• Demonstrate considerable knowledge of Microsoft software packages including Microsoft Word, Excel, PowerPoint, and Outlook
• Make complex and varied arithmetic computations and tabulations rapidly and accurately
• Acquire considerable knowledge of legal, administrative, operational, and procedural regulations and practices applicable to the department
• Develop work methods and procedures with initiative and judgment, and use resourcefulness and tact in meeting new problems
• Create and maintain various purchasing records
• Use and operate automated finance and purchasing software systems
• Assist with a wide variety of procurement functions for various City departments and for a wide range of products and services
• Understand and apply the City of Westminster's purchasing policies and procedures within six-months of hire
• Maintain confidentiality

JOB SPECIFIC FUNCTIONS

Essential Job Functions, Duties, Responsibilities and Tasks

• Manage communication with City staff via various communication channels to obtain necessary procurement information and documentation, ensuring alignment with procurement requirements and standards
• Utilize automated purchasing software proficiently to create, review, and approve purchase requisitions and orders, while also providing guidance to staff on city purchasing practices
• Organize purchase request data, provide guidance to requesting departments, and
• Verify price quotations and gather product information from vendors, ensuring accuracy and compliance with procurement standards
• Evaluate and review purchasing specifications, consult with internal customers, and select qualified bidders based on thorough analysis and assessment.
• Review and analyze procurement specifications, assisting in the preparation of purchase bid documents, and receiving training in bid preparation procedures
• Maintain clear communication channels regarding procurement status with internal customers and vendors
• Advocate for compliance with procurement policies and procedures, provide budget information to operating departments, and foster strong staff relationships
• Oversee citywide surplus management activities, coordinating asset removal, disposal, recycling, and donations
• Discover, promote, and facilitate cooperative procurement opportunities
• Assist and educate staff on scope development and requirements gathering
• Draft and administer simple, formal solicitations, such as IFBs and assist drafting and administering more complex solicitations including IFBs, RFPs and RFQs
• Participate in vendor site visits alongside purchasing staff and contribute to educational efforts for groups affected by the procurement process
• Maintain regular and punctual attendance

Other Duties and Responsibilities
Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City's discretion
POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS

Education, Experience, Skills, Formal Training, Licenses and Certifications
Required:

• Associate degree, or higher, in Business Administration, Public Administration, Project Management, Accounting, Purchasing, or closely related field from an accredited university or college
• Up to two (2) years of previous experience in a professional office environment involving general administrative, accounts payable, and strong customer service duties
• Prior experience with a variety of technologies, such as financial management systems and asset tracking databases
• Proficiency in Microsoft Office suite and electronic procurement software
• Strong analytical, communication, and negotiation skills
• Ability to interpret and apply complex statutes, ordinances, and regulations
• Detail-oriented with excellent organizational and time management abilities

Preferred:

• Bachelor's degree, or higher, in Business Administration, Public Administration, Project Management, Accounting, Finance, Purchasing or closely related field from an accredited university or college

Any equivalent combination of education, training and experience, which would provide the required knowledge and skills, may be considered.
Physical Requirements
Work requires sufficient physical stamina and strength for:

• Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing sometimes for extended periods
• Frequent squatting, reaching above shoulder and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing and reaching below shoulder to store documents, material and supplies
• Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
• Frequent lifting, carrying, push/pulling of up to ten (10) pounds to move material and supplies; occasional lifting, pushing/pulling of up to 25 pounds with dollies and carts

WORKING CONDITIONS
Work is performed primarily indoors, but occasional outdoor work may be required. This is primarily office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.
Materials and Equipment Directly Used
Personal computer, printer, peripheral equipment, telephone, computer reference materials.

PRE-EMPLOYMENT REQUIREMENTS

• Background checks will include employment references and criminal history and when applicable, credit check, driver's license record, education verification
• Pre-employment drug screen
• Must be legally entitled to work in the United States

The City of Westminster offers a comprehensive benefit package including:

• Health and Dental
• Flexible Spending
• Pension/ Retirement Plans
• Term Life Insurance
• Long-term Disability
• Survivor Benefits
• Wellness Program
• Education and Training Reimbursement
• General leave that provides vacation, holidays, and illness leave

For a more detailed overview of our General Non Exempt employee benefit package:

The City of Westminster does not participate in the Social Security system. In lieu of social security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.

401(a) Contribution Rates:
Employee Mandatory Contribution: 11% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 11.25% of your base pay.

Employer Contribution Vesting Schedule

• Less than 3 years - 0%
• 3 years - 60%
• 4 years - 80%
• 5+ years - 100%

The City of Westminster provides employees with innovative and practical ways to improve their commute through two key features, EcoPass and Commute Benefits powered by Commutrics. EcoPass provides unlimited trips on RTD's core transit services and Commute Rewards allows you to record your trips and get rewards based on your commute mode.

01

Do you have an Associate degree, or higher, in Business Administration, Public Administration, Project Management, Accounting, Purchasing, or closely related field from an accredited university or college OR up to two (2) years, or more, experience in a professional office environment administrative or support position?

• Yes
• No

02

Do you have two (2) years of experience in an organizational procurement position?

• Yes
• No

03

If you answered yes to having two (2) years of experience in an organizational procurement position, please briefly describe your experience. If you answered no, please respond with N/A.

04

Do you have experience in issuing and processing purchase orders?

• Yes
• No

05

If you answered yes to having prior experience issuing and processing purchase orders, please briefly describe your experience. If you answered no, please respond with N/A.

06

Do you have experience in managing solicitation processes?

• Yes
• No

07

If you answered yes to having prior experience managing solicitation processes, please briefly describe your experience. If you answered no, please respond with N/A.

08

Do you have experience with utilizing cooperative contracts?

• Yes
• No

09

If you answered yes to having prior experience utilizing cooperative contracts, please briefly describe your experience. If you answered no, please respond with N/A.

10

Describe your experience, if any, with new and innovative technology, including AI. If none, please respond with N/A.

11

Do you have prior experience working with financial management systems?

• Yes
• No

12

If you answered yes to having prior experience working with financial management systems, please briefly describe your experience. If you answered no, please respond with N/A.

13

This is a temporary, benefited, position that is available for up to but no more than three (3) years. By checking yes, you are acknowledging that you understand that if you are selected for this position it will end after three (3) years and/or that temporary employees may be subject to termination at any time without cause, including cessation of funds.

• Yes
• No

Required Question