Contract/Purchasing Specialist - Menifee, United States - City of Menifee, CA

Description

Salary : $66, $85,092.89 Annually

Location : Menifee, CA

Job Type: Full-Time

Job Number:

Department: Finance

Opening Date: 04/26/2024

Closing Date: 5/10/2024 11:59 PM Pacific

Definition

The Finance Department is searching for professional candidates who are detail-oriented and organized, with a positive attitude and helpful disposition. The ideal candidate will possess excellent communication skills, problem solving skills, and the ability to utilize sound judgment, discretion and confidentiality.

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THE POSITION
Under general supervision, coordinates and performs a variety of procurement duties including purchasing of materials, supplies, equipment, and services; provides technical support, information, and assistance to the City departments regarding purchasing specifications and contract requirements; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Financial Manager. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS
The Contract/Purchasing Specialist is a journey level classification responsible for successful negotiation of goods and services necessary for all City departments. Furthermore, this position will oversee City's solicitations and procurement activities, including but not limited to, Requests for Proposals (RFP), Requests for Qualifications (RFQ), Requests for Information (RFI), Notices Inviting Bids (NIB), requisitions, and/or other services. Assignments are given with general guidelines, incumbents are responsible for establishing objectives, timelines, and methods to deliver services/complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Examples of Essential Functions

(Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Procures supplies, materials, services, and equipment for the operation of the City, ensuring that all procurement policies comply with established purchasing procedures.
• Maintains requests for proposals, specifications, and bid packages for the purchase of equipment, materials, and supplies.
• Places orders with vendors; follows up on exceptions, issues, and problems; works with departments to maintain compliance.
• Provides training and information to department directors and staff regarding the City's purchasing procurement policy.
• Stays informed of current developments in the field of purchasing procurement, prices, market conditions and new products to provide departments with a thorough list of low-cost, high-quality vendors and products.
• Monitors databases to track each department's purchasing information, including completed purchase orders, open contracts, bid lists, capital items, vendor quotes, and vendor evaluations.
• Monitors departments' credit purchases, including authorized staff and specific limits.
• Maintains records and prepares reports, including vendor performance files; updates vendor lists.
• Assists departments in determining reorder points and practicable order quantities for materials and supplies.
• Attends meetings with vendor representatives to provide support and/or expertise during vendor meetings to departments.
• Prepares and administers a variety of contracts, professional service agreements, master service agreements, and related documents; works with departments to ensure documents are consistent with the City's specifications, intent and interests; drafts contract amendments.
• Assists departments in soliciting informal bids from reliable and cost-effective sources.
• Works with department representatives to prepare and execute Requests for Proposal (RFP); Statements of Qualifications and related procurement methods; advertises invitation to bid; works with the City stakeholders to analyze bids; facilitates the vendor evaluation, interview and selection process.
• Keeps records of all bids received by city departments during the bid process.
• Reviews all purchase requisitions and agreements, and authorizes payments to vendors; coordinates with other departments regarding budget encumbrance issues.
• Reviews outstanding purchase orders at fiscal year-end; maintains purchase order rollovers per department requests in keeping with City policy.
• Identifies opportunities to aggregate procurement requests or standardize equipment across departments to secure interdepartmental contracts and supply orders.
• Analyzes procurement implications for proposed departmental projects.
• Communicates with department directors on spending patterns, efficiency, and areas for improvement; addresses inefficiencies and/or violations of city purchasing policy with City staff.
• Prepares reports providing data to assist in budget preparations.
• Performs other duties as assigned.

Qualifications

KNOWLEDGE OF

• Principles, practices and methods of public sector procurement and contracting, including contract preparation, execution and administration.
• Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Policies and procedures governing the bidding process, including but not limited to, California Public Contract Code.
• Various contracting processes and their impact on City contracts.
• Project life cycles, milestones and compliance regulations.
• Methods and techniques utilized in analyzing the quality of equipment, materials, services and supplies.
• Principles of business administration and economics as applied to the purchasing function.
• Terminology and practices of financial and account document processing and record keeping.
• Business arithmetic and basic financial and statistical techniques.
• Record-keeping principles and procedures.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

ABILITY TO

• Prepare and maintain contracts, specifications, and service agreements.
• Advise and explain purchasing policies, procedures, and standards.
• Coordinate structured bidding activities and serve as a resource to departments on proper bidding processes.
• Train staff regarding the City's purchasing and procurement policy.
• Interpret, apply, and explain policies and procedures.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and follow oral and written instructions.
• Organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to an Associate's degree from an accredited college or university with major coursework in accounting, finance, business, public administration, or related field.
• At least four (4) years of progressively responsible experience in purchasing and contract administration preferably in a government setting.

LICENSES AND CERTIFICATIONS

• Possession of a valid California Class C Driver's License.
• Possession of professional purchasing certification(s) is desirable.

Additional Information

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

APPLICATION PROCEDURE AND SELECTION PROCESSA City application and supplemental questionnaire must be submitted and received by the closing date/time. Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of written, performance, and oral exams to evaluate the applicant's skill, training, and experience for the position. Candidates who pass the exam will be placed on an eligibility list that may be used to fill future vacancies.

The City of Menifee is an Equal Opportunity Employer

01

By completing this supplemental evaluation you are attesting that the information you have provided is accurate. Any misstatements or falsification of information may eliminate you from consideration. The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought.

• Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process.
• Do not answer "see resume" or "see application" as these are not valid answers.
• Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
• Please note that as part of the screening process your responses will be reviewed in conjunction with your general online application.
• The employment history and education detailed in your general application must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process.
• I understand and will answer the following supplemental questions completely and thoroughly.

02

Please indicate the highest level of education that you have completed.

• High School Diploma or Equivalent
• Some college (less than 59 semester/89 quarter units)
• Associate's Degree or Equivalent (at least 60 semester/90 quarter units)
• Bachelor's Degree
• Master's Degree
• Juris Doctorate Degree
• Doctorate Degree
• I do not have a high school diploma or equivalent.

03

If you selected Bachelor's Degree or Higher in the previous question, please enter what field your degree is in.

04

How many years of progressively responsible experience in purchasing and contract administration do you possess?

• Less than One year.
• At least one year, but less than two.
• At least two years, but less than three.
• At least three years, but less than four.
• At least four years, but less than five.
• More than five years of experience.

05

Please describe any relevant certifications or trainings you have completed.

06

Which types of government agencies have you worked for? (Check all that apply)

• City Government
• County Government
• Special District
• Public Education
• State Government
• Tribal Government
• Federal Government
• None of the Above

07

Please list the financial systems you have experience working with?

08

Which of the following areas do you have experience with? (Please check all that apply)

• Contract Procurement
• Budget Administration
• RFP & Bid Process Management
• Contract Administration
• Report Writing
• Interpret and Explain Policies, Rules and Regulations

09

For each item checked above, briefly describe your experience and indicate the employer where you gained this experience.

Required Question