Job Details

Job Title

This position provides technical, professional-level support to the Purchasing Division for various internal and external systems and databases.

Major Duties and Responsibilities

This position provides technical, professional-level support to the Purchasing Division for various internal and external systems and databases.

• Serves as primary liaison to external users concerning the online vendor self-service system; provides support in resolving issues and discrepancies between the vendor self-service system and the financial system; maintains communication with vendors and internal customers by providing support and timely information related to system issues.
• Provides professional support of functional activities, which may include: procurement card program administration; surplus equipment disposal; vendor performance management; annual accounts payable verification/reconciliation for federal reporting requirements; and/or other related processes.
• Reviews, evaluates, and processes purchase requisitions using contract prices, cooperative purchasing programs, and/or quotations, ensuring compliance with policies and regulations for City-wide purchases; reviews and processes authorized change orders and amendments.
• Assist in the continual development of policies and procedures relating to the management of procurement administration.
• Provides training and guidance to internal and external users regarding purchasing processes and systems.
• Assists with the implementation and maintenance of RFP software and processes for contract administration.
• Prepares and maintains reports/databases for purchasing-related activities; monitors, evaluates, and forecasts economic and market conditions to determine proper actions relative to contracts that will best serve the economy and supply needs of city departments/agencies.
• Provides management with support for special projects; acquires, analyzes, and utilizes data to generate reports, recommendations, justifications, and presentations.
• Coordinating internal department review of contracts and maintaining communication with vendors during contract terms.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Proficient in the Microsoft Office suite of software with strong Excel, PowerPoint, and Word skills.
• Knowledge of the methods and techniques of financial research, statistical analysis, and report presentation.
• Knowledge of the principles and practices of public finance, governmental accounting, and auditing.
• Knowledge of relevant federal and state laws, local ordinances, and department policies and procedures.
• Skills in applying auditing procedures, techniques, and practices.
• Oral and written communication skills, ability to instruct others, and ability to interact well with others.
• Skill in problem-solving and decision-making.
• Skill in gathering and analyzing complex data.

Minimum Educational and Training Requirements

Bachelor's Degree in Finance, Financial Planning, Accounting, Business Administration, or related field. Sufficient experience to understand the basic principles relevant to the major duties of the position, and having had a similar position for two to three years.

Physical Requirements

The work is typically performed while sitting at a desk or table. The employee must occasionally lift light objects. Additionally, the following physical abilities are required:

• Feeling perceiving attributes of objects by touch with skin, fingertips.
• Grasping applying pressure to object with fingers, palm.
• Handling picking, holding, or working with whole hand.
• Hearing 1 perceiving sounds at normal speaking levels, receive information.
• Hearing 2 receive detailed information, make discrimination in sound.
• Kneeling bending legs at knee to come to rest at knees.
• Manual Dexterity picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity ability to make rational decisions through sound logic, deductive reasoning.
• Repetitive Motion substantial movements of wrists, hands, fingers.
• Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.

The work is typically performed in an office, library, or computer room.