Procurement Specialist II

City of Idaho Falls (ID) • Idaho Falls, ID

365d

About The Position

The City of Idaho Falls is accepting applications for a Procurement Specialist II. In this position you will perform a variety of administrative duties as needed to expedite, monitor and coordinate city-wide procurement activities. Works under the supervision of the Finance Division, Procurement and Payables Supervisor. This role does not involve supervision of others.

Requirements

• Graduation from college with a Bachelor's Degree in Accounting, Business Management, Public Administration, or a related subject; OR Four (4) years of experience in governmental procurement activities; OR an equivalent combination of education and experience working in customer services and effectively dealing with multiple deadlines and diffusing conflict situations.
• Knowledge of various governmental procurement processes and procedures.
• Knowledge of principles common to effective and efficient procurement activities.
• Knowledge of cost analysis procedures.
• Knowledge of personal computer operation and applicable software utilized in database management activities.
• Knowledge of computer accounting applications and various software programs (MS Word, Excel).
• Knowledge of Idaho State Statutes relevant to purchasing procedures.
• Knowledge of general office maintenance and practices.
• Knowledge of business and technical writing, including writing a variety of equipment specifications.
• Knowledge of operation of standard office equipment.
• Knowledge of interpersonal communication skills and telephone etiquette.
• Knowledge of public relations.

Nice To Haves

• Some knowledge of generally accepted accounting principles (GAAP) established by the Financial Accounting Standards Board (FASB) and/or Governmental Accounting Standards Boards (GASB).
• Knowledge of professional accounting standards and ethics.
• Knowledge of internal control principles and methods of application.

Responsibilities

• Coordinates and processes purchasing requests from departments.
• Reviews requests for compliance with federal, state, and local procurement laws, manuals and policies, and Council or administration directives.
• Provides requisition process and procedure training and support to departments.
• Issues purchase orders (PO's); distributes copies to appropriate parties and files.
• Maintains communication with departments and Finance team on status of requests and outstanding purchase orders.
• Oversees day-to-day purchase requests; reviews requests; contacts vendors to obtain price quotes on smaller purchases.
• Manages day-to-day purchasing processes; reviews and edits requisitions and issues purchase orders as appropriate.
• Assists with researching problems on inconsistent prices invoiced; verifies invoice information with purchase order and processes change orders if necessary.
• Coordinates purchasing with representatives from various departments; schedules meetings as needed.
• Coordinates and assists in the maintenance of a formal vendor database; updates list as needed.
• Coordinates and prepares informal and formal quote, bid, or proposals packages with various department representatives as needed.
• Coordinates and verifies the development of specifications for goods or services with input from department representatives.
• Locates vendors, compiles information and initiates advertisement for bid proposals in compliance with federal, state, and local laws and policies.
• Solicits quotes and proposals as required by State Statute; issues addendums; conducts formal bid openings.
• Verifies vendor qualifications, licensing, etc.; assists city division or department staff in evaluating proposals.
• Ensures notice of award complies with guidelines and regulations.
• Provides supporting documentation to department Director or designee and Municipal Services Director for Council approval.
• Assists departments with initiation of purchasing process upon issuing of award.
• Oversees fuel purchases; monitors and maintains current pricing of fuel purchases.
• Prepares bid specifications addressing allowable increases or decreases based upon market changes.
• Documents price changes as they occur in the marketplace; evaluates fuel bids; verifies and posts purchase prices as they occur.
• Utilizes a variety of software to properly document activities into City purchasing and accounting system.
• Coordinates updates to the City Purchasing Manual and City purchasing procedures.
• Monitors accuracy of account codes; coordinates and monitors timely 'year-end closing' of outstanding purchase orders.
• Performs other related duties as required.

Benefits

• Must possess a valid Idaho Driver's license.
• Periodic travel required in normal course of job performance.

What This Job Offers

• Job Type: Full-time
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Bachelor's degree
• Number of Employees: 101-250 employees