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- Job Description
INTRODUCTION:
The Purchasing Department is the division of the City of Racine that's responsible for acquiring the goods and services required to operate.
POSITION PURPOSE:
Under supervision of the Assistant Finance Director, performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities of the government, including purchasing and contract administration. This position is responsible for the procurement of equipment, supplies, professional services and construction that are to be conducted in accordance with applicable federal, state and local laws, ordinances, rules and regulations.- Essential Duties
- ESSENTIAL DUTIES:
- This position is responsible for procuring or coordinating the procurement of services, professional services, equipment, goods, materials and supplies as required by various departments in accordance with all applicable federal, state and local laws, policies and procedures
- Prepare highly technical and complex specifications, contracts and solicitation documents, including all related research and value analysis.
- Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.
- Identify and notify potential sources for procurement.
- Conduct pre-bid and pre-proposal conferences, as requested.
- Coordinate and supervise activities of evaluation committees.
- Recommend lowest responsive, responsible bidder on IFB's, most advantageous offer on RFP's and most qualified for professional services.
- Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.
- Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
- Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.
- Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders. Analyze cost and price data from vendors. Perform contract audits when required.
- Review and execute contracts, purchase orders, change orders and other documents within delegated authority.
- Maintain the integrity of the public procurement process.
- Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.
- Provide guidance and assistance to other employees, as required.
- Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.
- Provide accurate, complete and up-to-date information to departments in a courteous, efficient and timely manner.
- Effectively communicate purchasing policies and procedures to all personnel and interpret said policies and procedures as necessary.
- Administer procurement card program along with other hierarchy type accounts to serve user departments.
- Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
- Provide administrative oversight of the Racine Works Program, including education, contract performance review, and managing the contractual relationship with designated certification agency.
- Perform other related duties as required.
ENVIRONMENTAL/WORKING CONDITIONS OF THE POSITION:
Normal office environment with some exposure to outdoor environmental conditions. - Qualifications
MINIMUM QUALIFICATIONS:
Education and Training: Bachelor's degree from an accredited college or university in Business or Public Administration, Business Law, Finance, Purchasing, or closely related field.
Work Related Experience: Preferably three (3) years progressively responsible experience in purchasing.
Desired Certifications: Certified Professional Public Buyer (CPPB) or equivalent certifications, or the ability to obtain the CPPB within three (3) years of hire.
KNOWLEDGE, SKILLS AND ABILITIES:- Considerable knowledge of business practices related to purchasing.
- Considerable knowledge of contract documents, solicitation methods and contract administration related to procurement
- Good knowledge of laws, policies and procedures governing public procurement.
- Good knowledge of contract law.
- Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis.
- Good knowledge of infrastructure project delivery methods, including design-bid-build, design- build, construction manager-at-risk, and job order contracts.
- Some knowledge of cost accounting as it relates to price and cost analysis.
- Considerable skill in researching and preparing highly complex specifications, solicitations and contract documents.
- Considerable skill in negotiating contracts.
- Working skill in project management.
- Working skill with computers, including automated purchasing systems and common office software and productivity tools.
- Ability to read, interpret, explain and properly apply rules, regulations, laws, policies and procedures.
- Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
- Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
- Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner.
- Ability to establish schedules and to complete projects on a timely basis.
- Ability to successfully deal with all persons in a fair and equitable manner.
- Ability to make difficult decisions and award contracts impartially and objectively.
- Possess high standards of integrity and a high sense of personal and professional ethics.
- Supplemental Information
PHYSICAL DEMANDS OF THE POSITION:
Standing, walking, sitting, and stooping; kneeling, crouching, balancing, and bending/twisting; reaching, feeling, talking, and hearing; lifting, carrying, pushing/pulling, and handling, grasping, and fingering; filing, typing, writing, etc.
EQUIPMENT USED:
Standard and automated office equipment and software, personal vehicle.
This job description is intended to identify essential duties and illustrates other types of duties that may be assigned. It should not be interpreted as describing all the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the City of Racine.
The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Racine is an EOE/AA/ADA Employer