Position Function
Under the direction of the Director and/or Designee, performs assigned duties necessary to support the Purchasing Division through the preparation, tracking, reconciliation of competitive bids, quotations and proposals for good and services.
Essential Duties % of Performance
Performs assigned duties necessary to support the Purchasing Division through the preparation, tracking, and reconciliation of competitive bids, quotes and/or proposals for goods and services. Duties may include, but are not limited to: maintaining bid and vendor lists; drafting advertisements and/or public notices; conducting bid tabulations; purchase order issuance, tracking and reconciliation; and billing processes and procedures. Responsible for auditing awarded contracts for compliance, and tracking accounts. Manage eBID system for vendor management, electronic BID process, and contract management. Manage city-wide billings through extensive auditing and GL allocation. 60%
Performs Administrative duties necessary for the assignment, termination, reconciliation, and quarterly auditing of department purchasing cards, invoicing and payments, and violations reporting. Manage city-wide online audit process; evaluate CIP PO & project accounting; lead to Accounts Payable Technician; create & maintain purchasing procedures manual; and train with external departments. 25%
Performs assigned duties necessary for city-wide purchasing and accounts payable training, including but not limited to program development, new hire training, individual training; annual update of purchasing templates for departmental use; Legislative review & implementation; and annual audit duties. 10%
Performs additional duties as assigned. 5%
Total: 100%
Physical Demand Descriptions
(The following descriptions are provided as an example of potential physical and/or sensory activities and does not address the potential for reasonable accommodation; it is intended as general examples of possible physical/sensory demands that might occur during the performance of the position functions/duties, and are not intended to be all inclusive.)
Bending/Climbing/Balancing - picking up supplies, files and file boxes; stairs; walking; standing; filing; drill exercises; etc.
Carrying/Lifting - up to 25 lbs, files, filing, office supplies, books, periodicals, work aids, etc.
Fine Dexterity - telephone, keyboard, calculator, computer, writing, typing, software usage, etc.
Foot Controls - driving, stairs, walking to and from work site and meetings, etc.
Hearing - customer assistance, telephone, and meetings.
Pushing/Pulling/Reaching/Stooping/Twisting - supplies, files, file boxes, retrieving, etc.
Standing - making presentations, directing meetings, drill exercises, etc.
Sitting - desk work, meetings, driving, etc.
Vision - computer and desk work, budget, driving, contracts, agreements, etc.
Walking - to and from office, around office, to and from buildings, assisting customers, meetings, presentations, etc.
Machines, Tools, Equipment and/or Work Aids
(The following list is intended to provide examples of possible machines, equipment, tools and/or work aids that might be needed to perform position functions/duties and should not to be construed as a comprehensive or complete catalog. This list does not include and does not supersede any requirements with respect to safety or protective equipment, uniforms, apparel, gear or apparatuses required for the performance of any duties described herein.)
Audio/Visual equipment, Calculator, "Ten Key", Computer, Copier, Facsimile, Keyboard, Office Supplies, Scanner, Software, Telephone, Vehicle, Emergency Plans, etc.
Environment
Duties are generally performed in an office environment. Possible exposure to dust, mold, allergens, and electricity.
Requirements/Knowledge/Skills/Abilities
Required knowledge and experience is normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Associate's Degree in Finance, Public Accounting, Public Administration or related field, and one (1) to two (2) years of work related experience in Purchasing or Accounting is required.
Two (2) years work related experience & certificate in related field may substitute for degree.
Public purchasing experience is preferred.
Work requires the ability to read letters, memos, contracts, professional and industry literature, spreadsheets and other job related analysis.
Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.
Work requires substantial independent judgment and decision-making.
Work is widely varied, involving analyzing and evaluating many complex and significant variables, to include basic mathematical calculations.
Competent in the use of Microsoft Excel, Word, Outlook, Power Point and organization specific software.
Must be able to research, compile and analyze data, and then present findings to management in an acceptable format.
Must exhibit attention to detail, accuracy, and safety.
Must be able to monitor and assess workload and projects.
Ability to work under high demands, short time constraints, and pressure of a fast paced work environment.
Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, and the general public.
Ability to learn or knowledge of financial record keeping and basic accounting principles.
Ability to interpret and implement State Purchasing laws, centralized municipal purchasing, contract law, and inventory control processes and procedures.
Must possess a valid Texas Class C driver license.
Must pass all post offer pre-employment processes and/or procedures, to include but not limited to Drug Screen, Physical Examination, and applicable Background Checks.
