Purchasing Administrator

College Park, City of • College Park, GA

2d • Onsite

About The Position

A successful candidate will play an active role in the City of College Park’s existing operational success. The purpose of the position is to establish and administer an open market for the procurement of a variety of materials, supplies, and equipment necessary to ensure the efficient operation of the City. Essential Functions Independent judgment is required to identify, select, and apply the most appropriate of available guidelines and procedures as well as interpret precedents. This position is responsible for professional and administrative work in the procurement of a variety of materials, supplies, and equipment for the City. Work includes reviewing requisitions, preparing purchase orders and requests for proposals, evaluating bids, and resolving problems with vendors. Solicits and analyzes quotations from vendors to ensure that purchases comply with specifications and requirements; interviews vendors and their representatives and develops reliable suppliers by constant evaluation of their service and performance. Obtains the lowest prices consistent with quality and quantity; expedites shipments by contacting vendors regarding errors, incorrect shipments, and other discrepancies. Prepares invitations to bid and request for proposals based on applicable laws and regulations. Conducts pre-bid, bid hearings, and related meetings. Analyzes bids and proposals to ensure all specifications are met; recommends selection of bids that provide the best price, quality, and delivery time; notifies vendors of selection. Resolves any problems that may occur between city departments and vendors. Reviews departmental requisitions and consults with personnel on their needs; provides technical assistance and recommends changes or substitutions whenever necessary to reduce cost; provides verbal and/or written guidance as requested to various departments to ensure proper long-range planning for the purchase of goods and services. Maintains purchase orders and requisition registers. Keeps files of vendors from whom bids have been requested, and records bids received. Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

Requirements

• Knowledge of public purchasing methods and procedures
• Knowledge of techniques of specification writing
• Knowledge of methods and techniques utilized in grading and analyzing the quality of supplies, materials, and equipment
• Working knowledge of the laws and ordinances governing the purchase of goods and services
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures
• Skill in writing specifications and reports
• Skill in soliciting competitive bids to acquire cost-effective products and services
• Skill in dealing tactfully and effectively with suppliers and contacts outside of the organization
• Skill in analyzing and evaluating bids and quotations
• Ability to prepare clear and concise reports and maintain accurate records
• Ability to work independently without specific instructions
• Ability to analyze and process purchasing requisitions and vouchers and make purchasing decisions accordingly
• Ability to maintain complex purchasing and inventory records
• Ability to listen and ascertain the needs of customers
• Ability to find and communicate accurate information concerning processes, policies, and procedures to customers
• Ability to respond to customers tactfully and courteously
• Attention to detail is a must
• Ability to accomplish the described duties through the use of appropriate computer and office equipment
• Must be knowledgeable of computers and electronic data processing
• Must have the ability to accurately record and maintain records
• Ability to multitask and prioritize as necessary
• Ability to communicate effectively both verbally and in writing
• Must be able to use tact and courtesy in dealing with the public
• Must be able to analyze and evaluate procedures and work processes and to exercise appropriate judgment in establishing priorities and work methods
• Must be able to establish and maintain effective working relationships to deal effectively and courteously with others, and to work independently and in team settings
• Must be able to type or use a personal computer with word processing and related software and to enter and retrieve information with reasonable speed and accuracy
• Bachelor’s degree in Finance, Accounting, Business Administration, or a closely related field required
• Five (5) years of progressively responsible experience procuring goods and services in a public sector environment is required
• Must possess a valid State of Georgia Driver's License
• Strong organizational and communication skills
• Experience in communicating with diverse communities, and in establishing and maintaining cooperative working relationships
• Proficiency in MS Office Suite, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures
• Pre-employment screening is required: criminal background check and drug testing

Nice To Haves

• CPA preferred
• National Institute of Governmental Purchasing (NIGP) certification is preferred

Responsibilities

• Reviewing requisitions
• Preparing purchase orders and requests for proposals
• Evaluating bids
• Resolving problems with vendors
• Soliciting and analyzing quotations from vendors
• Interviewing vendors and their representatives
• Developing reliable suppliers by constant evaluation of their service and performance
• Obtaining the lowest prices consistent with quality and quantity
• Expediting shipments by contacting vendors regarding errors, incorrect shipments, and other discrepancies
• Preparing invitations to bid and request for proposals based on applicable laws and regulations
• Conducting pre-bid, bid hearings, and related meetings
• Analyzing bids and proposals to ensure all specifications are met
• Recommending selection of bids that provide the best price, quality, and delivery time
• Notifying vendors of selection
• Resolving any problems that may occur between city departments and vendors
• Reviewing departmental requisitions and consulting with personnel on their needs
• Providing technical assistance and recommending changes or substitutions whenever necessary to reduce cost
• Providing verbal and/or written guidance as requested to various departments to ensure proper long-range planning for the purchase of goods and services
• Maintaining purchase orders and requisition registers
• Keeping files of vendors from whom bids have been requested, and records bids received
• Performing other related duties as assigned

Benefits

• An equivalent combination of education, training, and experience that provides the required knowledge skills, and abilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level