Purchasing & Compliance Specialist III

City of Bentonville • Bentonville, AR

6d

About The Position

In addition to the duties and tasks performed by the Purchasing Compliance Specialist II, the Purchasing Compliance Specialist III is responsible for activities in procuring goods and services for the City, including guiding Departments through standard procurements (with assistance from the Purchasing Manager when needed) from solicitation to contract close-out. This position executes and supports tasks related to procurement and purchasing including processing, handling, and maintaining data/records to accomplish procurement and purchasing operations in the City. Maintains a detailed knowledge of procurement laws related to their duties and a strong knowledge of City Policies. This position also manages the surplus item auction process for the City and serves as a back-up to the Purchasing Compliance Manager. The ideal candidate will have a background in contracts or procurement, strong attention to detail and accuracy, high standards of quality and personal integrity, be a self-starter and good at managing deadlines, able to communicate professionally via telephone, email and in person, be proficient in Microsoft Office Programs (Excel, Word, etc.) and possess a strong ability to work collaboratively with varying personalities and work styles.

Requirements

• High School Diploma or GED equivalent required, night, trade extension, or correspondence school specialized training equal to two years of college.
• College level businesses classes or degree preferred, 4+ years in a professional office environment with increasing responsibilities, 2+ years prior purchasing or contracts experience preferred or equivalent combination of education and experience.
• Prior purchasing experience preferred.
• Must possess a basic knowledge of office terminology and business English.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write complex documents, reports, and correspondence.
• Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several known variables in situations of a routine nature.
• Ability to interpret a variety of instructions furnished in written, oral, or diagram form.
• Possession of a valid Driver’s License.
• Two-year degree or equivalent.
• 4 years of experience in a professional, business setting or equivalent.
• Computer training in Microsoft Office.
• Intermediate: Contact Management, Word Processing/Typing.
• Intermediate: 10-key, Payroll Systems, Presentation/PowerPoint, Spreadsheet/Excel.
• Establish and maintain effective working relations with others.
• Communicate effectively orally and in writing.
• Organize and prioritize workload.
• Understand and follow written and oral directions.
• Knowledge of modern office equipment, including MS Word software.
• Effectively operate photographic, video photographic, and sound recording equipment.
• Perform related duties and responsibilities as assigned.
• Ability to problem solve with little direction.
• Initiative to identify process shortfalls and implement corrective solutions.

Nice To Haves

• Notary Public.
• Bilingual.
• Certified Purchasing Professional.
• Certified Public Procurement Officer (CPPO).
• Preference for familiarity with MUNIS or CivicClerk.

Responsibilities

• Work with City Departments to guide them through standard procurements and navigate purchasing needs/processes; including initializing City wide solutions or IDIQ contracts for City wide use when applicable.
• Writes standard solicitation documents, overseeing the solicitation process from beginning to end; including attending bid openings, pre-bid meetings, review bid packages and bid tabulations, assist in the final evaluation of solicitations for bid awards, and contract drafting.
• Complete procurement contract templates and assist other Departments in filling in/using standard templates for work procured outside of the Purchasing Division of the Legal Department; in doing so looking for ways to standardize and improve processes.
• Manage the surplus auction processes; including preparing items for City Council, creating and maintaining a master list of items declared surplus, overseeing the online auction, and coordinating with other departments to properly dispose of surplus items.
• Assist Purchasing Manager is training initiatives, process improvements, and other tasks as needed; including document review.
• Serve as back-up to the Purchasing Compliance Manager and Purchasing Compliance Specialist II processing and approving requisition requests into purchase orders according to City Purchasing Policy, and other back-up duties. Assists the Purchasing Manager in the creation and process of complex solicitations; including managing solicitation tasks such as distributing and posting packets, maintaining known document holders, writing and distributing addenda and RFI responses, and attending or leading pre-bid meetings, and bid openings.
• Run and provide Purchase Order reports and other financial system reports when needed; including assisting in the Year-End process annually.
• Assist Purchasing Compliance Specialist II with managing the shared Purchasing email.
• Enter contracts in Munis for other departments as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED