Purchasing Specialist

Description

The City of Brookhaven, located in metro Atlanta, is seeking highly qualified applicants for a Purchasing Specialist.

JOB SUMMARY

This position performs a variety of routine to complex financial and administrative duties involved in the procurement of goods and services for the City including, sourcing, negotiating, and buying goods, materials, and services to meet the City’s operational requirements. Ensures that the operational needs are met, considering the price, quality, and delivery, and ensuring continuity of supply.

ESSENTIAL JOB FUNCTIONS:    
•    Performs various functions associated with the procurement of goods and services; obtains competitive bids for purchases
•    Identify and monitor procurement across the City by working with all departments to analyze the demand and assist in the specification of goods and services to be supplied including, assisting in the development of a long-term approach to procurement to deliver savings, efficiency, value for money, quality standards and targets, diversity objectives, environmental standards, and improved capability
•    Consults with department heads and personnel concerning current and future purchasing and contract needs, concerns, and problems
•    Develop and maintain a supplier database to strengthen the procurement process, maintains and update files, follow up on open purchase orders, and work to resolve any discrepancies
•    Assists Purchasing Manager with the review of submitted RFPs, the Development of comprehensive RFPs, and with vendor pricing compliance with fixed price and cost-plus contracts
•    Provides analytical data and information to support procurement initiatives and contract negotiations
•    Conducts market research to identify potential suppliers
•    Coordinate the maintenance of spend analytic accuracy, and clean up
•    Maintains contractor database and monitors contract for the performance of essential terms including renewal and expiration protocols.
•    Manages Pcard program and advises on complex issues as needed to include training staff on the program use
•    Conduct high dollar-value Pcard purchasing responsibilities, including research, to ensure procurement of critical items are done in accordance with policies, procedures, and regulatory requirements
•    Work with Purchasing Manager to maintain and revise needed purchasing card contract policies, and procedures
•    Creates and manages cardholder files
•    Reconcile financial transactions between the merchant, bank, and statements to ensure accuracy and compliance
•    Collect information needed for vendor set-up
•    Helps maintain proper stock levels; research product availability; identifies new items for sale; places special orders and regular stock, uniform, and drop-ship orders
•    Serves as the City liaison with suppliers regarding City of Brookhaven quality standards in procurement
•    Build, maintain, and manage supplier relationships including, developing, and maintaining strong communications and partnerships; maintain technical reference files for all purchased items and information on the various suppliers
•    Identifies opportunities and implements action for purchasing process improvements and drives outcomes to reach department goals
•    Ensure compliance with all documents, records, transactions, and communication to internal quality procedures and supplier requirements with City guidelines and purchasing policies and procedures during supplier negotiations and contracts
•    Works in partnership with the Procurement Manager to prepare the division budget; ensures effective and efficient use of budgeted funds, personnel, materials, facilities, and time
•    Provides support to Accounts Payable and key stakeholders to assist in the resolution of past due purchase order/invoice exceptions, credit holds and
•    Prepares periodic and special financial reports as required by the City and other agencies
•    Attends staff, committee, and City meetings as required.
•    Attends training, meetings, seminars, and/or workshops to enhance job knowledge and skills.
•    Performs other related duties as required or assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK: 

•    Bachelor’s degree in business administration, Finance, or a closely related field
•    Three (3) years of purchasing experience, or equivalent education, and/or experience
•    Federal and state grant requirements; and local government experience a plus
•    Certified Professional Public Buyer (CPPB) preferred; and 

KNOWLEDGE, SKILLS, AND ABILITIES:  

•    Knowledge of personal computer equipment with skill in the use of Microsoft Office preferred, utilizing Outlook, word processing, spreadsheet, and presentation software programs; experience working in a mainframe environment preferred
•    Ability to plan major activities and report on operations and activities which are broad in scope
•    Ability to negotiate, and exchange ideas and information
•    Ability to manage or use equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones, or similar equipment; may service office machines, including adding paper and changing toner
•    Ability to perform work involving the application of principles of logical thinking to diagnose or define problems, collect data, and solve abstract problems with a widespread unit or organizational impact
•    Ability to read journals, manuals, and professional publications; speaking informally to groups of co-workers, staff in other organizational agencies, and the general public 
•    Requires continuous, close diligence for accurate results with frequent exposure to unusual pressures.
•    Ability to have excellent organizational and people skills and must be able to express ideas clearly & concisely both orally and in writing 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
•    While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms 
•    The employee is occasionally required to walk
•    The employee must occasionally lift and/or move up to twenty-five pounds 
•    Specific vision abilities required by this job include close vision and the ability to adjust focus
•    While performing the duties of this job, the employee sits in an office or computer room

WORK ENVIRONMENT:    

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
•    The employee continually works in a normal office environment
•    The employee may perform some duties outdoors while conducting official business which will require limited local travel
•    Employee may be required to attend some evening and weekend meetings and may be required to assist in special events

The City of Brookhaven is an equal opportunity employer.
 

Salary : $44,102 - $57,333