Procurement Operations Specialist

City of Pontiac•Pontiac, MI

11h

About The Position

The Procurement Operations Specialist provides operational, systems, and contract administration support to the Purchasing Department. This position has primary operational responsibility for the City’s vendor Certificate of Insurance (COI) tracking and maintenance program, serves as the central administrator for contract record management, and provides day‑to‑day administrative support for the City’s Responsible Contractor Ordinance (RCO) compliance documentation process. The role also provides backup and support to the Compliance Coordinator for vendor compliance functions, as assigned. This is a systems‑focused, detail‑oriented role that supports Buyers and Purchasing staff by ensuring that contracts, insurance, and vendor records are accurate, complete, and audit‑ready in accordance with City policy.

Requirements

Associate’s degree in business administration, Public Administration, or a related field OR an equivalent combination of education and relevant experience.
Two (2) years of experience in procurement operations, contract administration, vendor documentation, or a related field.
Working knowledge of public‑sector procurement operations and contract administration.
Experience with contract management systems and document tracking systems.
Understanding of standard insurance documentation and contractual risk requirements.
Strong attention to detail and ability to manage multiple deadlines.
Proficiency with document management and procurement tracking systems.
Effective written and verbal communication skills for internal coordination and vendor interaction.
Ability to work independently within established policies and procedures while supporting cross‑functional procurement roles.

Nice To Haves

Experience in a municipal or public‑sector procurement environment.
Experience with contract management software.
Prior involvement with Certificate of Insurance tracking or compliance documentation.

Responsibilities

Administer the City’s vendor Certificate of Insurance (COI) tracking and maintenance process in support of procurement activities.
Receive, review, verify, and track COIs for required coverages, limits, endorsements, and City standards.
Monitor insurance expiration dates and renewal requirements and coordinate with vendors and contractors to resolve deficiencies.
Maintain accurate and organized COI records within designated tracking systems.
Provide COI status reporting and documentation support for audits and contract reviews.
Working in coordination with Buyers, prepare, review, create, and administer contracts and related documents, including amendments, change orders, and renewals, by creating, entering, updating, and maintaining executed records in the City of Pontiac’s contract management software.
Serve as the primary operational contact for contract record management for the City of Pontiac.
Track key contract milestones including execution dates, expirations, extensions, and renewals.
Ensure contract records are accurate, complete, and aligned with approved procurement actions.
Support reporting, audits, and public records requests related to contract documentation.
Administer the day‑to‑day operational and documentation requirements of the City’s Responsible Contractor Ordinance (RCO) program.
Serve as the primary administrative point of contact for RCO compliance documentation, in coordination with the Purchasing Manager, Compliance Coordinator, and designated departments.
Coordinate with departments to validate receipt and completeness of contractor compliance documentation in accordance with RCO requirements.
Communicate with contractors regarding missing, expired, or incomplete documentation and coordinate resolution with department designees.
Maintain accurate, current, and audit‑ready RCO compliance records within designated tracking systems.
Provide reporting and documentation support related to RCO compliance as requested.
Provide additional support to the Compliance Coordinator. May include vendor compliance setup, vendor documentation collection and other tasks as needed.
Assist Buyers with system entries, contract attachments, and vendor record maintenance.
Assist with audits, reporting, and procurement process improvement initiatives.
Provide overall support to the Purchasing team as needed, including administrative, documentation, and system‑related tasks that contribute to efficient procurement operations.