Job Descriptions

DEFINITION

Under general supervision from the Purchasing Supervisor, the Purchasing Specialist performs a variety of technical procurement and related services within the City's purchasing division; review purchase orders, purchase requisitions, bids, specifications, and invoices for accuracy and appropriateness; coordinate the purchase of supplies, materials, equipment and services in order to support and enhance the delivery of City services; monitor contracts to ensure compliance with purchasing and related requirements; prepare and maintain a variety of purchasing related records, files, lists and forms; respond to inquiries and provide information regarding purchasing activities, and performs other work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from Purchasing Supervisor.

DISTINGUISHING CHARACTERISTICS

This is a single position classification that performs purchasing, procurement, and related services. This entry level classification provides all levels of purchasing support and coordination on a City-wide basis including the performance of technical and administrative functions. This position requires minimal knowledge of public agency purchasing/procurement processes and requirements at entry but builds knowledge and learns the special needs of a full service municipality. This classification is distinguished from the Purchasing Coordinator in that the latter is the journey level classification and performs the full range of duties.

ESSENTIAL FUNCTIONS – Duties may include but are not limited to the following:

• Purchase supplies, materials, equipment, and services in accordance with the City’s purchasing ordinance, policies, and guidelines and consistent with the requester’s specifications.
• Contact supplier/vendors to obtain competitive price bids; determine availability, terms and delivery schedule regarding specific requisitions; evaluate quote/terms; and recommend action.
• Serve as a resource to all City staff regarding all aspects of the purchasing process; advise on purchasing policies and processes; assist in the preparation of specifications and purchase orders, researching specialty products, and/or services; gather data and provide alternatives.
• Write requests for proposals in accordance with City’s purchasing policies and guidelines and consistent with requester’s specifications; provide supporting documentation and necessary back-up information; distribute to appropriate and approved vendors; monitor the receipt of responses to ensure timeliness and adherence to bidding process.
• Research and negotiate designated service maintenance contracts/agreements; administer and monitor contractual terms and obligations on an on-going basis; perform on-site inspections and/or workplace reviews to ensure compliance with agreement.
• Develop and prepare purchase orders and contracts as assigned; process paperwork and forms; verify receipt of goods; and resolve discrepancies and problems regarding price, delivery, and/or condition.
• Order and reorder stocked items, supplies and materials according to pre-established minimums/quantities; maintain on-going liaison with Shipping & Receiving regarding inventory levels, substitutions, equivalents, delivery schedules, and vendor problems.
• Research and develop new sources and/or potential sources of supplies, materials, and services; attend professional and industry trade shows, conferences, and workshops.
• Assist in the maintenance of City’s fixed asset inventory; assign City identification tags to items with the appropriate division; assist in the tracking and monitoring the movement of fixed assets; and participate in the disposition of surplus and/or obsolete items.
• Assist in training City staff in all facets of Purchasing policies, procedures, and processes/systems; review requisitions and purchase orders to ensure completeness and compliance with City policies; develop and/or modify forms and processes for maximum efficiency and effectiveness.
• Prepare a variety of staff reports, memoranda, correspondence, spreadsheets, and reports to facilitate communications and understanding of Purchasing policies and process.
• Perform other related work as assigned.

MINIMUM QUALIFICATIONS

Ability to:

• Plan and schedule buying activities consistent with both economy and service.
• Make sound judgments as to quality and quantity of supplies purchased in relation to use.
• Communicate effectively, both orally and in writing.
• Establish and maintain accurate records and files.
• Prepare clear and concise specifications.
• Buy effectively considering price, service, quality, and delivery.
• Perform basic and accurate mathematical functions.
• Learn types and sources of materials, supplies, services, and information on economic conditions, industry trends, commodity pricing methods, discounts, and price differentials.
• Learn terminology used in the ordering of supplies and equipment commonly used by the various City departments.
• Establish and maintain effective working relationships with City staff, vendors, and the general public.

Knowledge of:

• Applicable products and services.
• Principles and practices of governmental procedures.
• Billing and contract practices.
• Computers and associated software programs for spreadsheets and correspondence.

EDUCATION AND EXPERIENCE

Any combination of education and experience that would likely provide the required knowledge and abilities described above is qualifying. A typical way to obtain the knowledge and abilities would be:

EXPERIENCE

Three years experience performing clerical, administrative, or fiscal work.

EDUCATION

Equivalent to possession of an Associate’s Degree in business administration, marketing, purchasing, accounting, or other closely related field.

SPECIAL REQUIREMENTS

Possession of a valid California Drivers License issued by the Department of Motor Vehicles at the time of appointment and the ability to maintain it as a condition of continued employment.

DESIRABLE QUALIFICATIONS

Experience and knowledge regarding local municipal governmental procedures.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: see well enough to view and work with computer screen for extended periods, read fine print; hear well enough to converse on the telephone in assisting the public with emergency and non-emergency situations; use of hands and fingers for use of answering telephones, computer keyboard, writing and filing.