Procurement Administrator

City of Apache Junction•Apache Junction, AZ

About The Position

Positions in this classification manage citywide public procurement of materials and services, contract management, requisitions, and purchase orders, and coordinate the city’s purchasing needs. The Procurement Administrator provides guidance and assistance to city departments and ensures compliance with applicable procurement laws, rules, regulations, policies, and procedures. The role coordinates solicitations and contracts for goods, services, design, and construction; supports purchasing workflows and contract-spend oversight; maintains procurement records and data; and works with departments and vendors to resolve procurement and accounting issues. The position also supports the city’s policies, goals, and objectives and ensures compliance with safety procedures.

Requirements

Bachelor’s degree from an accredited college or university in Supply Chain Management, Business Administration, Public Administration, Accounting, or a related field, and three years of paid full-time experience administering and leading formal procurement, including at least one year involving purchasing and contract management and acquisition of equipment or supplies; an equivalent combination of education and experience is acceptable.
Comprehensive knowledge of the Arizona Procurement Code, commodity codes, federal antitrust laws, and federal acquisition regulations.
Knowledge of public procurement principles and practices; contract development, negotiation, and management; and terminology related to public procurement of goods, services, design, and construction contracts.
Skill in preparing bids, technical specifications, and contractual agreements.
Skill in evaluating and analyzing bid proposals and contract provisions for compliance with city policy and public procurement law.
Skill in conducting bid and proposal openings, pre-bid conferences, pre-proposal meetings, and interviews.
Ability to work independently and meet deadlines.
Ability to provide effective customer service to internal and external individuals and departments.
Selected candidates may be fingerprinted if 18 or older and must successfully complete a background investigation and employment verification; they may also be subject to drug/alcohol testing, medical, polygraph, and/or psychological evaluations.
Appointed candidates must possess a valid driver’s license to operate a vehicle in Arizona or meet the transportation needs of the position.

Nice To Haves

Certified Public Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Purchasing Manager (C.P.M), or Certified Professional in Supply Management (CPSM) certification is preferred.

Responsibilities

Coordinate solicitations for goods, services, design, and construction; assist with specifications and terms, schedule opening dates, maintain the city’s public purchase portal, and preserve files.
Maintain and edit standard solicitation and contract forms.
Administer solicitations and contracts to ensure compliance with the city’s procurement code, accounting requirements, regulations, policies, and procedures.
Coordinate procurement of materials and services with city departments and vendors.
Review and prepare purchase orders and requisitions and support departments with requisition approvals and purchase order conversions.
Recommend procurement policy and procedure updates, evaluate procurement code applicability, and develop procedures for city departments.
Maintain accurate contract and procurement data in the financial system to support purchasing workflows.
Review contracts’ scope, price, and past performance before bids or renewals; prepare amendments and coordinate appropriate changes with departments.
Conduct public pre-bid and proposal conferences and solicitation openings, and potentially chair or facilitate evaluation meetings.
Respond to inquiries about solicitation criteria and contract award decisions.
Guide formal, informal, and emergency procurements and resulting contracts.
Help resolve accounting issues; run reports and analyze financial-system data related to contract spending.
Monitor contract spending against established budgets to support cost control.
Maintain and track required contract insurance and city business-license documentation.
Support city policies, goals, and objectives and ensure compliance with safety procedures.