Job Description

Posting number: 03170

Department: PROCUREMENT (160)

Job classification: SR. PROCUREMENT AGENT

Posting type: Open

Categories: Administrative Assistant, Accounting and Finance

Summary

ESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville supervisory positions require employees to demonstrate leadership competencies by exhibiting appropriate role modeling and setting proper examples. In addition, all City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive. Other essential duties of this position include the following:

1. Perform supervisory responsibilities which may include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems. Carry out supervisory responsibilities in accordance with the City’s policies and applicable laws.
2. Draft, revise and implement annual contracts for various services, products, and agreements.
3. Develop and/or implement strategic procurement plans, procurement policies and procedures, delegated procurements, quality control systems, procurement training, and electronic procurement systems
4. Manage and establish competitive solicitation schedules to ensure successful project completion on a timely basis.
5. Review solicitations to ensure compliance with City policies, state laws and other requirements. Identify opportunities for solicitation improvements.
6. Monitor purchases for compliance with City policies, City ordinances, and state laws.
7. Coordinate and assist departments in compiling information for requests for proposals, bids, and requests for qualifications; coordinate information to procure services, equipment, materials and supplies, and monitor preparation and distribution of proposals and bids to vendors.
8. Prepare complex and descriptive technical specifications, bid documents, and contracts.
9. Compile and manage information to develop City-wide blanket contracts and monitor spending to ensure compliance and use of blanket contracts.
10. Manage and maintain the City’s Procurement web pages and electronic bidding software.
11. Manage the receiving, tabulating, and recording of bids and public bid openings. Evaluate bids to determine compliance with bid specifications, purchasing policies, state and federal laws.
12. Analyze proposals and bids received from vendors in order to assist departments with procurement recommendations to Mayor and City Council.
13. Maintain a centralized contract repository, track contract expiration dates, and manage contract renewals and amendments.
14. Assist with establishing standard contract clauses for use in contracts and solicitations.
15. Analyze current procurement activities and recommend improvements through more efficient procurement methods, e-procurement, quantity discounts, standardization, value analysis or cooperative purchasing.
16. Assist in establishing and supervising a contract administration system designed to ensure contractors, vendors, and internal customers are performing in accordance with the terms and conditions of existing City contracts.
17. Prepare and maintain accurate records and documentation on all formal solicitation activities.
18. Research market sources and vendors to locate and ensure cost effective and competitive pricing for the purchase of supplies and services.
19. Manage and monitor third party vendor consolidated sub-accounts for City staff. Create and deactivate user accounts for employees as necessary for vendors and other third-party accounts as needed.
20. Serve as a secondary Program Administrator with the City’s procurement card program financial provider, assist with the daily management of the City’s Purchasing Card Program utilized throughout the City.
21. Manage the selection committee process, as outlined in the City’s purchasing policies. This includes working with City administration to form committees.
22. Manage reverse auctions, internet bidding, and assist in management of negotiated procurements and coordinate proper sale and disposal of City owned property, materials, equipment and scrap materials.
23. Conduct research, evaluate findings, and make recommendations on procurement matters. Evaluate bid and performance bonds to ensure the City has coverage as required by state law.
24. Calculate and report quarterly performance results.
25. Identify potential risks associated with contracts, vendor relationships, and business agreements.
26. Conduct risk assessments and develop risk mitigation strategies.
27. Participate in the development and implementation of risk management policies, procedures, and controls to minimize exposure.
28. Monitor and evaluate risk levels and provide recommendations for risk avoidance or mitigation.
29. Assist supervisor in managing the City’s property, automotive, and liability policies.
30. Perform special projects as assigned.
31. Maintain current knowledge of case law and best practices in procurement and purchasing.
32. Maintain the integrity of the public procurement process and conduct public business with integrity and professional ethics.
33. Serve as backup to review purchase requisitions for account information, compliance with City ordinances, state, and federal laws. Consult with appropriate parties to address discrepancies.
34. Serve as primary contact during the absence of the Procurement Director.
35. Perform other duties as assigned.

Examples of duties

1. Secondary duties as assigned.

Qualifications

1. High school diploma or GED and two years of completed college coursework in Business Administration, Procurement, or other related field from an accredited college or university with three years of experience related to procurement, financial/data analysis, or vendor relations, and two years’ project management or supervisory experience. Public sector procurement experience is desirable.
2. Valid Driver’s License.
3. Must successfully pass criminal background check, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses and any offense under A.C.A. 21-15-103 and A.C.A. 21-15-111
4. Certified Professional Purchasing Officer (CPPO) or Certified Professional Public Buyer (CPPB) certification desirable.
5. Ability to understand and apply modern principles and practices of large-scale procurement and supply-chain management.
6. Ability to understand and apply laws, business practices, and policies and procedures related to procurement and purchasing.
7. Ability to develop and maintain effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
8. Possess strong organizational skills.
9. Ability to coordinate, manage, problem solve, strategize, schedule, analyze, and plan
10. Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature.
11. Be able to work independently, utilize discretion and sound judgment and coordinate the efforts of diversified interests.
12. Effectively communicate with others orally and in writing often under complex conditions that require good judgment.
13. Must be proficient in the use of a computer and related software programs such as word processing and spreadsheet applications and must be able to become proficient in the use of software programs such as database applications and the City’s financial software applications. Must be able to effectively operate standard office equipment.
14. While performing the functions of this job, the employee is regularly required to sit, stand and move between various locations both within the office and to external locations; use arms, hands and fingers to handle, feel, and reach; occasionally climb or balance; stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Must have vision abilities to accomplish computer and office work.