Title:
   Purchasing Specialist
   Division:
   City Hall
   Department:
   Finance
   Pay Grade:
   112
   Salary Range:
   Starting at $20.53
   FLSA Status:
   Non - Exempt
   Classification:
   Full - Time
   General Description:
   Performs technical and professional work at an intermediate level in the acquisition of services, supplies, and goods.  Performs specialized administrative work in maintaining and processing purchasing and related accounting records.  Completes a variety of tasks such as posting, and checking entries, balancing statements and verifying information on records and documents. Reviews solicitation documents and responses. A mid-level of independent task management and diplomatic exchange with city staff and suppliers is mandatory.  
   The purpose of this job within the organization is to support and assist the Senior Purchasing Agent in performing technical and administrative work in a centralized purchasing system and at the central warehouse. 
   This job works under close supervision according to set procedures.
   Duties and Responsibilities:
    
   The functions listed below are those that represent the majority of the time spent working in this job/class. Management may assign additional functions related to the type of work of the job/class as necessary.
   Essential Functions:
    
   Facilitates the acquisition of services, supplies and materials online, verbally and by Request for Quote (RFQ). Coordinates with vendors for price quotes and delivery of goods. 
   Under direction of Senior Purchasing Agent, examines and analyzes requisitions in ERP system for completeness and accuracy of information to ensure conformance with policies, procedures and statues; makes necessary corrections for processing of purchase orders. 
   Receives and reviews vendor packing lists, invoices, and reports from city departments; resolves invoice discrepancies and prepares invoices for payment.  
   Resolves purchasing and requisition questions, referring escalated situations to supervisor. 
   Meets with vendor sales representatives to develop new sources. Maintains vendor records, W-9 forms, insurance certificates, and files. 
   Maintains accurate electronic and paper records of documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow-up. 
   Organizes, scans and maintains documentation in compliance with Florida statutes governing records. 
   Maintains citywide contracts calendar and agreements; facilitates the renewal process as needed.
   Maintains citywide lease calendar and facilitates the renewal process as needed.  
   Provides assistance to departments, finance personnel and staff in preparing the city’s annual budget. 
   Maintains timely and accurate communications exchange with city departments to understand their priorities and explain status of pertinent purchase requests. 
   Serve as liaison between Purchasing and other departments. 
   Additional Duties:
    
   Oversees City Hall office equipment such as copiers, postage meter and coffee machine; provides support and requests service calls as needed.  
   Provides support to the Central Warehouse for inventory; backs up staff as needed. 
   Assists supervisor during the opening of solicitations and tabulates receipts as assigned. 
   Assists supervisor during the solicitation evaluation meetings; takes minutes of evaluation meetings.  
   Performs in-depth due diligence to determine thoroughness of solicitation responses as well as the validity of sole source and single source procurement requests. 
   Oversees citywide cell phone orders and cell phone services online accounts.  
   Processes paperwork from citywide requests for vehicle registration and tags. 
   Assists staff with supplier performance issues and provides direction accordingly. 
   Ensures that procurement procedures are followed in accordance with applicable policies, procedures and laws. 
   Maintains current knowledge of trends and developments regarding governmental purchasing procedures, regulatory changes and new technologies. 
   Maintains the integrity of the public procurement process. 
   Performs related work as assigned.
   Responsibilities, Requirements and Impacts:
    
   Data Responsibility:
    
   Strong knowledge and understanding of regulatory compliance necessary to successfully perform job responsibilities. 
   Strong knowledge and understanding of computer systems and software applications required to perform job duties. 
   Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information. 
   People Responsibility:
    
   Strong communication skills and interpersonal skills in order to interact professionally and effectively with staff, vendors and the public. 
   Asset Responsibility:
    
   Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management of a small division; handles supplies of high value or moderate amounts of money consistent with the operation of a small division. 
   Mathematical Requirements:
    
   Able to perform routine to moderately complex mathematical computations and tabulations accurately and efficiently. Uses addition, subtraction, multiplication and division and/or calculates ratios, rates and percentages. 
   Communications Requirements:
    
   Strong verbal and written skills. Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions, and methods and procedures; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form. 
   Judgment Requirements:
    
   Assists with long-range goals, planning and methodologies.  Use of initiative and independent judgement are vital for decision-making, affecting entire organization.
    
   Complexity of Work:
    
   Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressures. Multi-tasking abilities are required.
    
   Impact of Errors:
    
   The impact of errors is moderate – affects those in work unit.
    
   Physical Demands:
    
   Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.
    
   Equipment Usage:
    
   Handles or uses office machines, computer, tools, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.
    
   Unavoidable Hazards:
    
   Involves occasional exposure to extreme heat and/or cold, wet or humid conditions.
    
   Safety of Others:
    (Does not include safety of subordinates).
    
   Requires no responsibility for the safety and health of others.
    
   Minimum Education and Experience Requirements:
    
   Associate’s degree in Business Administration, Public Administration, or a related field. (A comparable combination of work experience, training and certification may be substituted for education requirements.)
    
   Requires three or more years of progressively responsible experience in a procurement position providing direct procurement services related to the acquisition of goods, services, technology, supplies, or construction. Public procurement experience is preferred.
    
   Special Certifications and Licenses:
    
   Preferred:       Certified Professional Public Buyer (CPPB) or NIGP Certified Procurement Professional (NIGP-CPP) certification preferred. Employee may be allowed to sit for one of the certifications within the eligibility timeframes as set forth in the UPPCC or NIGP Pathways Certification programs.
    
   Valid Florida Driver’s License.
    
   Americans with Disabilities Act Compliance:
    
   The City of Palmetto is an Equal Opportunity Employer and Drug Free Workplace. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Palmetto will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
    
   ***Please Note: This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
   
   

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