Shire Jobs

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

GENERAL

SUMMARY

Under general supervision, participate in the professional purchasing activities and operations of procurement including informal and formal bids, RFPs, RFQs, commodities, products, equipment, materials and supplies and services, locate competitive sources and prices usually within a specialized procurement activity; coordinate the preparation of purchase bid requests and contracts within the scope of authority. Position involves competing demands, performing multiple tasks and working to meet deadlines.

SUPERVISION

General supervision is provided by the Finance Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES *(including but not limited to) *

1. Coordinate and consult with city departments regarding procurement needs and provide recommendations for the best approach in acquiring necessary goods and/or services.
2. Participate in bid evaluation process for city-wide bids assigned to purchasing, evaluation committees for best- value bids and proposals; provide guidance to departments in reviewing bids.
3. Assess market conditions to ensure cost effective purchases of capital and operational equipment materials and supplies.
4. Evaluate life cycle costing, economic order quantity, buy versus lease, order consolidation, etc.
5. Tracks timing for all annual contracts and initiates the extension or re-bid process to ensure continuous supply of material and supplies.
6. Maintain contract lists and master specifications for repetitive commodities and informal bid files.
7. Review vendor agreements and contracts; ensure all signature, insurance and bond requirements are met.
8. Review all requisitions and purchase orders for compliance with purchasing policy.
9. Prepare Finance department requisitions and purchase orders and place orders for the purchase of goods and services.
10. Draft procurement correspondence such as specifications, terms and conditions and other communication in conjunction with requesting department.
11. Attend bid-opening meetings, City Council, citizen group meetings and other gatherings to represent the department.
12. Review for vetting, new vendor applications.
13. Update and maintain current vendor records (i.e., Certificate of Insurance, Business Permit).
14. Coordinate disposal of excess supplies and equipment through public auction or other approved disposal methods.
15. Respond to inquiries from internal and external auditors clarifying purchasing processes and procedures and/or researching and compiling data as required.
16. Must be able to establish and maintain effective working relationships with fellow employees, officials, and the public.
17. Performs any other duties as required. Perform duties of coworkers as necessary to ensure continuity of operations during absences.
18. Maintains safe work practices according to Citys rules and policies.
19. Performs any other duties as assigned by the Mayor and Finance Director.

MINIMUM JOB

REQUIREMENTS

EDUCATION A Bachelors Degree in Business, Accounting, Finance, or a related field.