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Position Description DEFINITION Under general supervision, purchases and expedites a variety of materials, supplies, equipment and services for use by all City departments; develops sources of supply and formal solicitations (e.g., invitation for bids, request for proposals, request for information) for complex, large scale, and difficult to obtain items and services; generates and analyzes transaction and productivity reports; performs related work as assigned. CLASS CHARACTERISTICS This is the specialist level in the professional purchasing series, fully competent to perform the most complex and technical purchasing and expediting activities. In addition, the incumbent assists in providing lead direction and work instruction to the purchasing staff. This class is distinguished from others within the series by the level of responsibility assumed, complexity of duties assigned and independence of action taken. The following list of duties is intended only to describe the various types of work that may be performed and the level of technical complexity of the assignment(s) and is not intended to be an all-inclusive list of duties. The omission of a specific duty statement does not exclude it from the position if the work is consistent with the concept of the classification, or is similar or closely related to another duty statement. 1. Analyzes requisitions to determine the type of materials, supplies, services or equipment required; 2. Processes complex purchasing transactions in compliance with established laws, ordinances, policies and ethical procedures; 3. Prepares a variety of formal and informal solicitations and specifications for complex, technical or large scale purchases; 4. Analyzes bids, recommends award, drafts Council items and prepares contracts for award; 5. Confers with the requesting department to ensure that information is correct, that order parameters are understood and to provide information regarding products, services and suppliers; 6. Interviews salespersons, visits manufacturers and vendors, attends demonstrations, and obtains samples and literature from potential suppliers; explains purchasing policies and procedures to potential vendors; obtains comparative data regarding price, quality, quantity and availability of materials, supplies and equipment; 7. Researches contracts, vendor directories, cooperative purchasing programs and other resources to develop sources of supply for products and services. 8. Works with accounting and using department staff to reconcile invoices and billing problems; 9. Places orders and negotiates with vendors for service and supply contracts; 10. Maintains various files and records, including vendor performance and demographic information; 911. Provides lead direction to purchasing staff in the absence of the General Services Manager; 12. Instructs other City staff in purchasing policies and procedures; 13. Monitors developments in the purchasing field and recommends improvements to internal policies and procedures; 14. Maintains records and prepares periodic and special reports as required; 15. Performs related duties as assigned.
Skills Required Note: The level and scope of the knowledges and skills listed below are related to job duties as defined under Class Characteristics. Knowledge of: 1. Public purchasing principles and practices, including competitive bidding procedures; 2. Applicable federal, state and local laws and regulations; 3. Principles and techniques of preparing and analyzing formal proposals and bids; 4. Methods of developing contracts and service agreements, leases or other written legal agreements; 5. Standard price and purchasing reference sources for materials, supplies and services; 6. Principles of business administration and economics as applied to the purchasing function; 7. Principles and practices of customer service; 8. Basic supervisory principles and practices. Skill in: 1. Interpreting and complying with federal, state and local laws, policies, procedures and regulations relevant to public purchasing; 2. Analyzing technical or complex purchasing problems and reaching sound, independent conclusions; 3. Reading and interpreting purchase requests, plans, drawings and technical specifications; 4. Negotiating contracts for the acquisition of supplies, materials, equipment or services for City-wide use; 5. Buying effectively with regard to quantity, quality and price; 6. Coordinating several projects concurrently and meeting critical deadlines; 7. Making accurate arithmetic calculations; 8. Communicating effectively in both oral and written form; 9. Maintaining accurate records and files; 10. Preparing clear, accurate, concise and often technical reports, specifications, requests for proposal, correspondence and other written materials; 11. Operating a computer using word processing, spreadsheet, database, presentation and business software and other office equipment; 12. Establishing and maintaining effective working relationships with those contacted in the course of the work; 13. Instructing others in work procedures and providing lead direction in specified areas.
Experience Required Experience: Three (3) years of experience in sourcing, purchasing and expediting a wide variety of materials, supplies, equipment and services, which has included developing formal specifications and sources of supply and negotiating contract terms and conditions
Experience Preferred Eight (8) years of applicable, comprehensive procurement experience may be substituted for a Bachelor’s degree. Desirable Qualifications: Certified Professional Public Buyer (“CPPB”), or equivalent certification.
Education Required Education: A Bachelor’s degree from an accredited college or university in purchasing, public administration, business administration or a related field. Desirable Qualifications: Certified Professional Public Buyer (“CPPB”), or equivalent certification.
Education Preferred Eight (8) years of applicable, comprehensive procurement experience may be substituted for a Bachelor’s degree. Desirable Qualifications: Certified Professional Public Buyer (“CPPB”), or equivalent certification.
Additional Information Must possess a valid California driver's license and have a satisfactory driving record.
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