Procurement Administrator

Description (Anticipated Hiring Range: $86,525 - $90,904/annually) Positions assigned to this class manage the citywide public procurement of materials and services, contract management, requisitions and purchase orders, and coordinates purchasing needs of the city. Provides guidance and assistance to city departments and ensures compliance with all applicable laws, rules, and regulations related to procurement. Essential Duties The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the city's needs. Coordinate solicitations for goods, services, design and construction. Review and assist in development of specifications and terms, schedules opening dates, maintain city’s public purchase portal and preserve files. Maintain and edit standard forms used for solicitations and contracts. Administer and manage solicitations/contracts to ensure compliance with the city's procurement code and the city accounting, regulations, policies and procedures. Communicate with city departments and vendors to coordinate procurement of materials and services. Review and prepare purchase orders and requisitions, provide support for city departments by the approvals of requisitions and purchase order conversions. Recommend changes/updates to procurement policies and procedures. Review and evaluate procurement code for applicability. Develop and provide procedures for use by city departments. Oversee and maintain accurate contract and procurement data within the financial system to support efficient purchasing workflows. Review contracts to evaluate overall scope, price and past performance of each contract prior to bid or renewal. Write amendments as needed, coordinating with departments on changes when necessary and appropriate. Conduct public pre-bid/proposal conferences and public solicitation openings and may serve as a chairperson and/or facilitator for evaluation meetings. Respond to inquiries concerning criteria for solicitations and contract award decisions. Provide guidance on formal, informal, and emergency procurements and resulting contracts. Help resolve accounting issues. Run reports and analyze financial system data related to assigned contract spend. Monitor contract-spend against established budget to ensure cost control. Maintain and track required insurance and city business license documentation required for contracts. Support the city’s policies, goals, and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures. Minimum Qualifications Education and Experience Graduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with a Bachelor’s degree in Supply Chain Management, Business Administration, Public Administration, Accounting, or a related field and three (3) years of paid full-time experience with administering and leading formal procurement, one (1) year of which must include purchasing and contract management, acquisition of equipment, supplies, OR an equivalent combination of education and experience. Certified Public Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Purchasing Manager (C.P.M), or Certified Professional in Supply Management (CPSM) is preferred. Supplemental Information Knowledge Comprehensive knowledge of the Arizona Procurement Code, commodity codes, federal antitrust laws, and federal acquisition regulations. Principles, practices, and terminology used in public procurement of goods, services, design and construction contracts. Public procurement theory, principles, and practices; contract development; contract negotiations; and contract management. Skills Preparing bids, technical specifications, and contractual agreements. …

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