Procurement Specialist - City of Murray, KY - Murray, KY

CITY OF MURRAY
CLASS SPECIFICATIONS

Class Title: Procurement Specialist


Pay Grade: 25


Department: Finance


Supervisor: Director of Finance


Supervises: None


Class Characteristics : Under general supervision handles the purchasing of items/materials for inventory and non-inventory items for all departments of the City of Murray; Receives, codes and forwards all bills and invoices to the proper department for payment in a timely fashion.


Examples of Duties:


  • Review and process manual purchase orders for material, equipment and services.

  • Contacts companies to assure best price prior to ordering required materials and maintains accurate records of purchases made.

  • Coordinates the purchasing of needed inventory and non-inventory items for all departments within the City and assures that all purchases are in line with the specifications set forth by the City of Murray, state and federal guidelines.

  • Coordinate with accounts payable to collect and maintain vendor database.

  • Ensure W9’s are submitted to accounts payable monthly.

  • Maintains working relationship with vendors, contractors, suppliers, sales personnel, city staff and elected officials and others.

  • All aspects of the bidding process: compiles statistical reports, responsible for any type of correspondence, develops and writes bid contract terms and

    conditions, responsible for scheduling formal meetings, conducts pre-bid conferences, makes recommendations on bids, participates in bidding activities and processes, prepares RFP, opening tabulating,responsible for running necessary newspaper ads in a timely manner.

  • Monitors and verifies the delivery of equipment and supplies and expedites correction of purchasing orders.

  • Receives all bills and invoices for the divisions involved and assures accuracy in billing.

  • Assists with the coding of vouchers and bills before submitting them to accounts payable.

  • Directs and coordinates the disposition of City surplus, personal property by providing public information, auctions and sealed bids.

  • Manages budget, forecast equipment and materials expenses, monitors for budget planning and controls expenditures.

  • Prepares and maintains a variety of records and reports.

  • Assists in the development and oversees the City Web-bids application to ensure information is accurate and up-to-date.

  • Attends various meetings with other departments and provides input for large purchasing options.

  • Coordinates with development of departmental long-range capital expense plans.

  • Monitors contracts and grant purchasing requirements to ensure compliance with specifications and conditions.

  • Studies market trends to remain abreast of changes in equipment, material and services.

  • Establishes procedures for identifying and correcting waste, fraud and misuse of agency resources.

  • Minimum Qualifications:


    Bachelors Degree in Finance, Accounting, or Business Administration required. Equivalent related work experience will be considered based on relevance to managerial accounting and procurement.


    Supplemental Information:


    Knowledge :


  • General knowledge of materials, parts and supplies used by the Departments involved.

  • Knowledge of modern inventory practices, including inventory control techniques.

  • Knowledge of the city’s procurement policies and procedures.

  • Knowledge of computer hardware and software programs.

  • Working knowledge of the city’s utility systems.

  • Knowledge of accounting procedures for maintaining ledgers for orders placed, received and forwarded for payment.

  • Skills :


  • Skill in use of keyboards, computers and standard office equipment.

  • Excellent communications skills required.

  • Computer skills (Microsoft Office, databases)

  • Abilities :


  • Ability to prepare and maintain accurate records and reports.

  • Ability to maintain accurate and up-to-date files.

  • Ability to establish and maintain effective working relationship with vendors, Division Directors, fellow employees and the general public.

  • Ability to learn the departmental processes and procurement needs for each department in the city.

  • ADDITIONAL REQUIREMENTS:

    Instructions : Instructions are somewhat general.; many aspects of work are covered specifically, but must use some of own judgment.


    Processes : Must occasionally consider different courses of action or deviate from standard operating procedures to get the job done.


    Review of Work : Work is spot checked once completed.


    Analytical Requirements : Problems require analysis based on precedent.


    Physical Requirements of the Job : Work involves sitting at a desk or table; work is performed outdoors regardless of weather conditions, requiring intermittent standing, walking, stooping; must lift objects over 25 lbs; must operate vehicle and equipment; exposed to machinery and its moving parts; required to be in high places, confined spaces, and using stairs and ladders; exposed to fumes, chemicals and toxic substances as a requirement of the job.


    Tools, Equipment and/or Vehicles Used : Normal office equipment; may be required to use equipment and tools assigned to Divisions within the Department when providing assistance.


    Contacts : Frequent public and internal contacts requiring tact and diplomacy is a requirement of the job.


    Confidential Information : Some use of confidential information.


    Mental Effort : Moderate


    Interruptions : Frequent/constant


    Special Licensing Requirements : Must possess and maintain valid driver’s license.


    Availability : None.


    Certification Requirements : None.


    Additional Requirements : None.


    Overtime Provision : Non-exempt



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