Purchasing Specialist

City of Fontana•Fontana, CA

6d•Onsite

About The Position

Under limited supervision, performs advanced technical and administrative duties in support of the City’s centralized purchasing and procurement functions, including formal and informal solicitations, contract administration support, cooperative purchasing activities, and procurement compliance. The Purchasing Specialist will be part of the Purchasing Division of the Finance Department and will be working along with the Contracts Analyst and two Buyers. The typical day may include drafting RFP’s and formal bids and supporting Purchasing staff as needed. Assist staff in other departments by providing guidance on purchasing policies and procedures and conducting training sessions. Post bids online and monitor bids throughout the bid process including contract routing. Support departments with the City's ERP Purchasing module.

Requirements

Three (3) years of increasingly responsible procurement experience, including experience in the public sector.
Bachelor’s Degree from an accredited college or university with major coursework in purchasing, business/public administration or a closely related field.
Knowledge of: Federal, state, county and city regulations regarding purchasing methods and practices.
Knowledge of: Materials, supplies and equipment used in municipal services and the sources of such products.
Knowledge of: Principles and procedures of financial record keeping and reporting.
Knowledge of: Accounting, budgeting, and accounts payable practices and procedures.
Knowledge of: General laws and regulations applicable to the formal bidding process.
Knowledge of: Modern office procedures, methods and equipment.
Knowledge of: Current personal computer work processing and spreadsheet applications.
Excellent problem-solving skills.
Familiarity with purchasing standards, practices, and regulatory requirements.
Relevant tools, software, and/or technology used within the role.
Understanding of organizational policies, procedures, and best practices.
Principles and practices of excellent customer service.
Safe work practices, OSHA regulations, and workplace health and safety procedures to ensure a safe working environment.
Ability to: Use a personal computer, telephone, and other electronic devices, to access information, complete documentation, and communicate effectively.
Ability to: Understand and follow both oral and written instructions accurately.
Ability to: Identify issues, evaluate data, and implement effective solutions (problem solving).
Ability to: Manage multiple priorities and meet deadlines.
Ability to: Work collaboratively with others in a team environment.
Ability to: Perform tasks accurately and thoroughly, with a focus on quality.
Sound judgement and attention to detail.

Nice To Haves

Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer (CPPO) is highly desirable.

Responsibilities

Exercises independent judgment in coordinating procurement activities, interpreting purchasing policies, and ensuring compliance with applicable public procurement requirements.
Coordinate, monitor and participate in the purchasing of commonly used materials, supplies and equipment for the City.
Coordinates and administers procurement processes including purchase orders, informal and formal solicitations, contract documentation, change orders, and legal advertisements in accordance with City policies and applicable regulations.
Conducts formal pre-bid meetings and receives bid documents; examine and evaluates bids for compliance and assists in the evaluation.
Reviews the preparation of contracts, purchases requisitions, and purchase orders as prepared by support staff.
Assist with staff training and develop continuous improvement programs.
Reviews and analyzes requisitions to determine sources of supply, contacts vendors regarding prices, quotations, and specifications.
Participates in the preparation of bid specifications and other necessary documents related to the purchase of supplies, equipment, and materials.
Confers with departmental representatives to determine purchasing needs; coordinates with vendors and receiving departments regarding deliveries.
Assist with the sale and disposal of surplus City property, supplies, and equipment.
Assists in the preparation of routine purchasing correspondence and bid documents.
Participates in the selection and evaluation process of support staff.
Coordinates the cooperative purchasing program with City departments and outside agencies; creates contract agreements for Public Works department, verifies documentation, ensures appropriate licensing, and manages quotes for requisitions.
Establishes and maintains cooperative working relationships with those contacted in the course of work.
Effectively communicate, both verbally and in writing, with a variety of audiences.
Maintains prompt and regular attendance.
Perform any other tasks or functions deemed necessary to the daily operations of the employer or as the situation requires.
This position is always evolving. Therefore, employer reserves the right to modify this job description as necessary.