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- Type:Full Time
- Posted Date:07/01/2019
Deadline for Application: 07/15/2019
This role assists with identifying, reviewing, and maintaining inventory of City materials, supplies, equipment, and tools needed in daily operations. It also reviewing requisitions, entering purchase orders and change orders, and working with the City’s Purchasing Specialist to ensure the City's Municipal Code and policies are followed. In addition to being detail oriented and possessing excellent customer service and communication skills, the ideal candidate should be well organized, forward-thinking, and looking for ways to improve processes to increase efficiencies. Perform complex inventory management work as well as contract management work. Develop and maintain physical control of City assets including tracking use and condition of equipment, supplies, materials, and tools. Work involves planning, organizing, coordinating, and preparing specifications for commodities and services; prepare bid specifications; prepare procurement documents; execute contract documents and manage contracts to completion; maintain records of items purchased, received, prepared and issued for the agency. Work under minimal supervision, with considerable latitude for the use of initiative and independent judgment.
Reports to the Finance Director
Exercises autonomy and sound judgement over tasks as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Some of the core duties include, but are not limited to:
- Coordinates the process of requisitions, purchase orders, contracts and other documents vital to the purchasing function.
- Assists with the preparation of bid specifications and other necessary documents related to the purchase of supplies, vehicles, equipment and materials; attends formal bid openings and recommends awards of contracts.
- Assists in the preparation of vendor performance standards and requirements.
- Recommends appropriate vendors depending on cost of purchase, quality of bid specifications and responsiveness to City needs; purchase supplies, equipment and services used in City departments.
- Maintains contract with vendors; assists City departments in obtaining information about new products, market conditions and current prices; evaluates vendor performance; conducts vendor inspection tours.
- Confers with City Officials and employees relative to purchasing procedures, purchasing needs, specifications, complaints, special problems and assists with their purchases.
- Coordinates the disposition of surplus property and equipment by auction or other means.
- Coordinates and recommends the modification to procedures and forms used in the purchasing functions and assist with training City staff on purchasing procedures and guidelines.
- Maintains vendor list and performance records and catalog files.
- Maintains record on vehicle registration of City-owned vehicles.
- Assists in the establishment and maintenance of reasonable order quantities and order points within the central warehouse to meet the requirements of operating departments as well as assure reasonable turnover levels.
- Assists City departments in assuring that materials and goods procured are of a quality suitable for their intended use, are able to perform as required, and are as durable as necessary.
- Maximizes utilization of cooperative purchasing to obtain lower prices through volume purchasing.
- Assist with physical audit of materials
- Facilitate compliance with the state and City’s good faith effort criteria, HUB reporting and marketing and outreach efforts for HUB participation.
- Validate vendor submitted HUB Subcontracting Plans and Monthly Progress Reports for compliance, as needed.
- Work with vendors on becoming HUB certified.
- Prepare or assist with the preparation of required HUB reports.
- Performs other related duties as assigned.
Represent the City at public and private meetings and conferences relating to City business.
Education and Experience:
High School Diploma or GED supplemented by college level course work in business/public administration or a closely related field. Enrollment or attainment of a certificate in public procurement desirable.
Two years of responsible purchasing and/or accounts payable experience or any equivalent combination of education and experience is desirable. Work experience in the procurement of goods and services at a Texas municipal, county, or state agency is preferred.
KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS
- Modern governmental purchasing regulations and practices;
- a variety of supplies,
- materials and equipment used by a municipality,
- the principles of organization, procedures and practices;
- store keeping and warehousing methods
- practices including inventory control procedures.
- Coordinate and maintain purchasing systems and procedures;
- properly interpret and make decisions in accordance with laws, regulations, and policies; communicate clearly and concisely, orally and in writing;
- work cooperatively with executive and management staff, employees and others.
Certified Texas Contract Developer (CTCD), Certified Texas Contract Manager (CTCM) and/or related certification, or successfully achieve certification within 6-months of hire;
Valid driver’s license, acceptable driving record and ability to drive a City vehicle.
TOOLS AND EQUIPMENT USED
Personal computer, including word processor, spreadsheets, project management software, 10-key calculator, phone, copy machine, fax machine, etc.
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit, stand, crawl, talk, hear and manipulate objects. The employee must occasionally lift and/or move up to 20 pounds.
The work environment characteristics described herein are representative of those and employee typically encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is generally performed outside structures and inside buildings including but limited to confined spaces, open fields, residential and commercial structures. The noise level in the field work environment is typically moderate to loud.
The Town of Pecos City provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.