Procurement Specialist

Town of Greenwich•Greenwich, CT

About The Position

The Procurement Specialist executes professional procurement assignments and assists with coordinating departmental operations in the Purchasing Department. The position reports to the Director of Purchasing and Administrative Services. It prepares and administers solicitations for goods, services, projects, and surplus sales; supports contract awards and administration; maintains procurement and financial records; responds to inquiries and Freedom of Information Act requests; and assists with daily operations of the mailroom and Town Hall lobby reception desk. Candidates must have a bachelor’s degree in Business, Public Administration, or a related field and at least three years of responsible procurement experience in a fast-paced environment. Municipal experience is preferred. The examination is a Training and Experience Assessment, and eligibility for interview is based solely on the materials submitted with the application. Outside candidates offered employment conditionally must pass a pre-employment medical examination, including a substance abuse test. Background investigations are conducted for outside candidates as the final step before an offer.

Requirements

Bachelor’s degree from an accredited college or university in Business, Public Administration, or a related field.
At least three years of responsible procurement experience in a fast-paced environment.
Knowledge of public procurement practices, including formal bidding and proposal methods.
Ability to exercise sound independent judgment within delegated authority and in accordance with applicable laws, ordinances, regulations, and departmental policies and procedures.
Understanding of bidding, insurance, and contract requirements for different types of projects, including performance maintenance bonds, bid bonds, and prevailing wages.
Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint, and industry-specific software programs.
Ability to proofread and edit documents for accuracy.
Ability to maintain confidential information.
Ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment.
Verbal and written communication skills.
Ability to establish and maintain effective professional working relationships with department stakeholders, colleagues, vendors, and the public.

Nice To Haves

Experience in a municipal setting.

Responsibilities

Compose Requests for Bid (RFB) and Requests for Proposal (RFP) documents for goods, services, projects, and surplus sales; assist departments with developing specifications and reply sheets.
Prepare addenda and bid tabulations for RFBs and RFPs, and post them to Town and State websites.
Conduct pre-bid meetings with vendors and departments.
Review submitted bids and proposals for compliance with established requirements.
Assist evaluation committees with contract negotiations and resolving exceptions before award.
Consult with Town Law and Risk Management departments and implement resolutions.
Prepare contract award letters for commodities, services, and projects.
Track contract completion and expiration dates and optional-year renewals; prepare amendments to existing contracts.
Research, analyze, and synthesize data; prepare reports and maintain and update computerized records.
Respond to inquiries from departments and outside vendors, and handle Freedom of Information Act requests.
Review and approve daily departmental requisitions in the Town’s MUNIS financial system.
Maintain financial records, spreadsheets, and monthly reports; process invoices for payment and monitor the annual budget.
Assist the Director with overseeing daily operations and staff assigned to the mailroom and Town Hall lobby reception desk.
Maintain and update the Town’s purchasing activities on various websites.
Support Town policies and philosophies.
Perform other related work as assigned.