Job Description

Posting number: 260700008

Department: Finance Department

Division: Purchasing

Job classification: Strategic Procurement Specialist

Posting type: Open & Promotional

Categories: Purchasing

Summary

The Strategic Procurement Specialist performs professional administrative and skilled technical duties to administer the City’s Minority Business Program (MBP), which includes the procurement of a wide variety of goods, non-professional and professional services and construction. Work is performed under general supervision. Reports to the Procurement Supervisor or Procurement Manager.

The preferred hiring range for this position is between $27.62 - $33.95 an hour ($57,449.60 - $70,616.00 annually), with starting pay based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following leave and retirement benefits:

• Vacation Leave: 3.09 hours accrued bi-weekly (increases with YOS).
• Sick Leave: 4.62 hours accrued bi-weekly, approx. 120 hours per year with no limit on accumulation.
• 13 Paid Observed City Holidays
• 1 Floating Holiday which must be taken during the fiscal year (July 1 - June 30)
• Choice of retirement plan:
• Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.
• Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage.

Examples of duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Assists decentralized buyers/end users with the planning and scheduling of purchases, including the development of specifications and/or scope of work, and assist decentralized buyers/end users with Contract Administration procedures.
• Cultivates and develops the City's federal and state Minority Business Program (MBP) to support the growth of the program. The MBP includes these businesses: under the federal program - Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Disadvantaged Business (DBE), Veteran Business Enterprise (VBE), and Small Business Administration (SBA), AND under the state program – Small, Women-Owned and Minority-Owned businesses and Micro businesses (SWaM-O) and Service Disabled Veterans (SDV), Employment Service Organization (ESO) and any other businesses which is part of the City's MBP.
• Identifies and minimizes barriers that impede MBP Businesses from doing business with the City.
• Collects and analyzes City department/division spend data in combination with collecting and analyzing MBP business certification data, and markets to City departments/divisions to show MBP businesses that sell what departments buy.
• Identify saturated markets & unsaturated markets as areas of possible business growth for MBP businesses and provide meaningful data to Economic Development for their use in business development.
• Increase the City's contracting with MBP businesses and measure success.
• Provide internal and external MBP training.
• Serve as a Central Buyer and completes procurement processes using varying methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.
• Ensures compliance with federal, state and local law such as the Virginia Public Procurement Act, Federal Transit Administration, City Code, grants, and other applicable law.
• Facilitates decentralized procurement program, and reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) based on applicable procurement laws, ordinances, policies and regulations.
• Curates and updates the Minority Business Directory for Planning District 10.
• Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests related to the MBP.
• Utilizes procurement resources to assist in making sound procurement decisions.
• Represents the City at various trade shows and outreach events and provides training to vendors on how to do business with the City.
• Conducts training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process. Assists decentralized buyers/end users with the SAP purchasing and inventory transactions.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Other Duties

• Special projects as assigned.
• May act as back-up to Procurement Supervisor.
• Performs additional duties to support operational requirements as apparent or assigned.

Qualifications

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree or two years of undergraduate coursework in a related field AND 2 years of experience in procurement, purchasing, or business services that assist business enterprises.

OR

• High School diploma or GED AND 4 years of experience in procurement, purchasing, or business services that assist business enterprises.

OR

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Preferred:

• Experience in local government.
• Experience with an Enterprise Resource Planning (ERP) system, specifically with purchasing and inventory modules.
• SAP related experience.

Certifications/Licenses/Other:

• Within 2 years of employment, must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other approved professional procurement certification.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics

Job Knowledge

• Thorough knowledge of standard office practices, procedures, and equipment.
• Knowledge of contract and procurement law and methods of procurement; contract negotiation.
• Knowledge of federal, Virginia laws and the City Code as they relate to public purchasing.
• General knowledge of automated purchasing and inventory systems.
• General knowledge of common business methods, marketing and purchasing practices.

Reading

• Intermediate: ability to read and understand written materials such as newspapers, magazines, multi-step instruction manuals, and legal documents.

Writing

• Intermediate: ability to write reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skill

• Intermediate: Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Establish and maintain effective working relationships with City officials, co-workers, vendors, business leaders, and the public.

Independence and Decision-Making

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.

Technical Skill

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Uses City’s Enterprise Resource Planning computer system effectively, strong computer skills including experience with Microsoft Office and automated systems.

Fiscal Responsibilities

• Prepares accounting and purchasing documents; and does research to justify procurement decisions and language used in documents.

Supervisory Responsibilities

• No supervisory responsibilities. May assign work and direct assistants, seasonal employees, interns or temps.

Other Characteristics

• Frequent change of tasks and performing multiple tasks simultaneously,
• Working closely with others as part of a team.
• Organization and time management skills, sometimes under strict time constraints.
• Tedious or exacting work.
• Work effectively with sensitive and confidential information or issues.
• May require dealing with angry, frustrated and/or upset individuals.

Supplemental information

Physical Demands:

• Sedentary Work: Exerting up to 10 lbs. occasionally or negligible weights frequently; remains in stationary position most of the time.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Occasionally moves about inside the office to access file cabinets and office machinery.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment:

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level is usually moderate.