Job Description
General Purpose Are you an organized, detail-oriented professional with a passion for procurement and public service? We are seeking a dedicated Purchasing Specialist to manage and oversee purchasing operations, ensuring compliance with federal, state, and local laws while supporting departments with procurement needs. In this role, you’ll facilitate purchasing processes, coordinate vendor relationships, and contribute to effective financial management within the City. If you thrive in a collaborative environment and are eager to make a difference, we invite you to apply and be a key part of our Procurement team. This position offers a starting wage of $23.69 to $25.75 per hour, reflecting opportunities for professional development and career advancement within the City’s Procurement team. SUPERVISION RECEIVED Works under the supervision of the Finance Division, Procurement and Payables Supervisor. SUPERVISION EXERCISED None Essential Functions Coordinates and processes purchasing requests from departments, reviews requests for compliance with federal, state, and local procurements laws, manuals and policies, and Council or administration directives. Provides requisition process and procedure training and support to departments. Issues purchase orders (PO’s); distributes copies to appropriate parties and files; Maintains communication with departments and Finance team on status of requests and outstanding purchase orders. Oversees day-to-day purchase requests; reviews requests; contacts vendors to obtain price quotes on smaller purchases; manages day-to-day purchasing processes; reviews and edits requisitions and issues purchase orders as appropriate; assist with researching problems on inconsistent prices invoiced; verifies invoice information with purchase order and processes change orders if necessary; coordinates purchasing with representatives from various departments; schedules meetings as needed. Coordinates and assists in the maintenance of a formal vendor database; updates list as needed. Coordinates and prepares informal and formal quote, bid, or proposals packages with various department representatives as needed; coordinates and verifies the development of specifications for goods or services with input from department representatives; locates vendors, compiles information and initiates advertisement for bid proposals in compliance with federal, state, and local laws and policies; solicits quotes and proposals as required by State Statute; issues addendums; conducts formal bid openings; verifies vendor qualifications, licensing, etc.; assists city division or department staff in evaluating proposals; ensures notice of award complies with guidelines and regulations. Provides supporting documentation to department Director or designee and Municipal Services Director for Council approval; assists departments with initiation of purchasing process upon issuing of award. Oversees fuel purchases; monitors and maintains current pricing of fuel purchases; prepares bid specifications addressing allowable increases or decreases based upon market changes; documents price changes as they occur in the marketplace; evaluates fuel bids; verifies and posts purchase prices as they occur. Utilizes a variety of software to properly document activities into City purchasing and accounting system; coordinates updates to the City Purchasing Manual and City purchasing procedures; monitors accuracy of account codes; coordinates and monitors timely “year-end closing” of outstanding purchase orders. Performs other related duties as required. Minimum Qualifications Education and Experience: A. Graduation from college with a Bachelor's Degree in Accounting, Business Management, Public Administration, or a related subject; OR B. Four (4) years of experience in governmental procurement activities; OR C. An equivalent combination of education and experience working in customer services and effectively dealing with multiple deadlines and diffusing conflict situations Knowledge, Skills, and Abilities: Knowledge of various governmental procurement processes and procedures; principles common to effective and efficient procurement activities; cost analysis procedures; personal computer operation and applicable software utilized in data base management activities; computer accounting applications and various software programs (MS Word, Excel); Idaho State Statutes relevant to purchasing procedures; general office maintenance and practices; business and technical writing, including writing a variety of equipment specifications; operation of standard office equipment; interpersonal communication skills and telephone etiquette; public relations. Some knowledge of generally accepted account