Procurement Specialist

The City of Fairburn is seeking an experienced, professional for the Procurement Specialist position. This position is responsible for procuring goods and services, preparing bid documents, soliciting proposals and bids, coordinating with bidders, and placing orders. Responsible for providing assistance to departmental representatives and vendors and for providing a customer focused and highly ethical approach to meet the procurement needs of the city. Reports to the Procurement Manager.

Hiring Range:            $55,104.90 - $57,860.15 Annually (Depending on qualifications)

 

Work Days/Hours:    Monday – Friday

                                    8:00 a.m. - 5:00 p.m.

Posting Start:          11/7/2024

Posting End:            open until filled

JOB SUMMARY

Under general supervision, this position is responsible for procuring goods and services, preparing bid documents, soliciting proposals and bids, coordinating with bidders, and placing orders. Responsible for providing assistance to departmental representatives and vendors and for providing a customer focused and highly ethical approach to meet the procurement needs of the city. Reports to the Procurement Manager.

ESSENTIAL JOB FUNCTIONS

• Assists City personnel with the procurement of goods and services by expediting the procurement process and ensuring compliance.

• Obtains quotes and completes Requests for Quotes (RFQ), Unsealed Request for Proposals (URP) and routine Invitation for Bids and receives requisitions.

• Drafts specifications for commodities and prepares and revises bid solicitation documents for competitive sealed bids and negotiations. Examples of deliverables include Request for Proposals (RFP), Invitation for Bids (IFB), and Request for Qualifications (RFQ).

• Schedules, advertises, facilitates, and records required pre-bid/pre-proposal meetings and organizes evaluation committees and committee presentations; presents findings to the Procurement Manager.

• Contacts, interviews, and evaluates vendors regarding specific department procurement needs, specifications, bids, and prices, and arranges for demonstration of products if required and makes recommendations for awards.

• Assists City staff and vendors with questions relating to procurement processes; responds to inquiries from the public and vendors by providing standard information and assistance.

•Posts and records procurement transactions; completes documents and completes procurement files using electronic systems. 

Responds to requests for tax exempt forms.

•Responsible for research and analysis of products and services, product substitutions, price and quality differences, and shipping options.

• Analyzes internal purchasing patterns throughout all City departments to determine the potential for large-scale purchases to reduce costs.

•Monitors grant-funded projects for consistency with grant scope; prepares and submits grant reports and contract amendments on schedule.

•Prepares documentation such as reports and correspondence to communicate information and maintain vendor relations.

•Creates purchase orders for goods and services from new and existing contractors and equipment through competitive bidding and finalizes purchase documentation.

•Maintains knowledge of practices and trends in procurement and other assigned areas. 

•Maintains confidentiality of work-related issues and City information. 

•Adheres to all employment practices and requirements established in the City Personnel Policy

• Performs other related duties as assigned.

Education and Experience:

Requires an Associates’ Degree in Business Administration, Public Administration, Purchasing, Marketing, Finance, or closely related field; supplemented by 2 – 4 years of related procurement and purchasing support experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Municipal or other governmental experience preferred.

 

Licenses or Certifications:

Valid State of Georgia driver’s license.

Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) issued through the Universal Public Purchasing Certification Council (UPPCC) preferred.

 

Special Requirements: 

Requires an acceptable general background check to include a local and state criminal history check and an acceptable driving record. 

Requires satisfactory results from a pre-employment alcohol and controlled substance testing.

 

Knowledge, Skills and Abilities:   

•    Knowledge of procurement methods and competitive solicitation processes in a procurement environment.

•    Knowledge of general procurement procedures and guidelines, financial computations, statistical analysis and forecasting techniques.

•    Knowledge of public purchasing principles and practices, including competitive bidding procedures.

•    Knowledge of relevant federal, state, and local purchasing laws and regulations.

•    Knowledge of the methods and techniques used in the grading and analysis of the quality of supplies, materials, and equipment.

•    Knowledge of basic arithmetic operations. 

•    Skill in oral and written communication.

•    Skill in developing specifications for purchases.

•    Skill in developing and maintaining cooperative and professional relationships with employees and all levels of management to include representatives from other departments and organizations.

•    Skill in planning and organizing daily work routine; estimates expected time of completion of elements of work and establishes a personal schedule accordingly.

•    Ability to communicate ideas effectively, to include the preparation of detailed reports and logs.

•    Ability to handle a variety of customer service issues with tact and diplomacy and in a confidential manner. 

•    Ability to calculate decimals and percentages; may include ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations. 

•    Ability to develop and maintain effective working relationships with those contacted in the course of work.

•    Ability to interpret and apply related federal, state and local laws.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force. Work requires ability to exert very light physical effort, involving some reaching, handling, fingering and/or feeling of objects and materials. Some tasks require the ability to perceive and discriminate visual cues or signals.  Some tasks require the ability to communicate orally. 

WORK ENVIRONMENT

Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. In compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.