City of Evanston
Purchasing Specialist
City of Evanston, Evanston, Illinois, us, 60208
Position Type:City Manager`s Office/ Purchasing Specialist
Date Posted:8/27/2024
Location:Civic Center
Closing Date:10/15/2024
Applies purchasing policies to assigned operating department purchases.Assists and guides departments through the purchasing procedures including, but not limited to, purchase orders processing and maintenance; vendor registration; RFP/Bid document preparation; updating content of City Outstanding RFP/Bid web page and DemandStar website; submitting information for inclusion on Council agendas; contract administration; ensuring receipt of required insurance documentation; and maintaining bid logs and files.Attends meetings with departments as necessary to respond to purchasing questions.Develops purchasing calendar for assigned departments.Works with departments to meet the City’s M/W/D/EBE goal of 25%.Prepares reports and recommendations to the City Council on bids and RFPs.Meets with vendors to answer questions regarding RFP/bid documents.Assists in credit card policy/implementation, contract database, and cell phone policy as assigned.Assists in updating and enforcing the Purchasing Manual policies and procedures.Attends bid openings and pre-bid and pre-proposal meetings for assigned departmentsPrepares responses to Freedom of Information requests.Covers front office; greets internal and external customers.Provides monthly M/W/D/EBE Committee assistance, helps analyze spend data and creates reports.Assists in annual year-end purchasing process.Develops and implements special projects as needed.Performs other duties and responsibilities as assigned.Must possess an Associate’s Degree or higher from an accredited college or university in Purchasing, Accounting, Finance, Business Administration, or substantially similar area. Possession of a Bachelor’s degree is preferred.Must possess two (2) or more years of work experience in contract administration, purchasing, accounting, or finance.Must possess a valid driver’s license and safe driving record.Knowledge, skills, and abilities in the following areas:Ability to use accounting software and perform general accounting tasks.Ability to exhibit minimum mathematical skill usually associated with addition and subtraction with the skill level to multiply and divide all units of measure to perform the four operations with like or common decimal fractions; to compute ratio, rate, and percent; to understand budget analysis trends and expenditure predictions.Knowledge and use of personal computer and software, i.e., New World Systems Financial Software, and Microsoft Office Suite mainly, but not limited to Word, Excel, and Business Analytics.Familiarity with Minority/Women business program development and implementation. Familiarity with issues relative to Local Business Programs and Preferences.Strong communications, customer service, and problem-solving skills.Strong analytical skills necessary to define problems, collect data, establish facts, and draw valid conclusions.Ability to operate in an office environment utilizing such tools and equipment as a personal computer, telephone, voice mail, e-mail, fax, copier, pen, pencil, ruler, charts, contracts, diagrams, directives, documents, forms, manuals, publication, reference books, schedules.Ability to read: manuals (safety, instructional, etc.) professional and technical journals, financial reports, legal documents, newspapers, and encyclopedias including the ability to understand read materials, and apply instruction and narrative if required.Ability to establish and maintain effective working relationships with internal staff as well as the City of Evanston as a whole at all levels including external partner organizations and vendors.Ability to apply to reasoning to work assignments, research of issues, summaries, letters and memorandum, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.Ability to utilize minimum reasoning ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, including the ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Ability to handle daily, weekly, monthly, and annual calendars and scheduling.Ability to multi-task and meet deadlines.Salary Range:
$39.1900 - $58.7900/hour*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.
NATURE OF WORKUnder the general direction of the Purchasing Manager, assists City departments with their procurement of goods and services, advising on items affecting the purchasing process, ensuring specifications are clear and complete, and developing Bids/RFP/RFQ. Maintains files and databases, tracks open Bids/RFP/RFQ documentation, and performs a variety of administrative duties related to purchasing and business development. The position requires division receptionist duties rotation.
ESSENTIAL FUNCTIONS OF WORK
Applies purchasing policies to assigned operating department purchases.Assists and guides departments through the purchasing procedures including, but not limited to, purchase orders processing and maintenance; vendor registration; RFP/Bid document preparation; updating content of City Outstanding RFP/Bid web page and DemandStar website; submitting information for inclusion on Council agendas; contract administration; ensuring receipt of required insurance documentation; and maintaining bid logs and files.Attends meetings with departments as necessary to respond to purchasing questions.Develops purchasing calendar for assigned departments.Works with departments to meet the City’s M/W/D/EBE goal of 25%.Prepares reports and recommendations to the City Council on bids and RFPs.Meets with vendors to answer questions regarding RFP/bid documents.Assists in credit card policy/implementation, contract database, and cell phone policy as assigned.Assists in updating and enforcing the Purchasing Manual policies and procedures.Attends bid openings and pre-bid and pre-proposal meetings for assigned departmentsPrepares responses to Freedom of Information requests.Covers front office; greets internal and external customers.Provides monthly M/W/D/EBE Committee assistance, helps analyze spend data and creates reports.Assists in annual year-end purchasing process.Develops and implements special projects as needed.Performs other duties and responsibilities as assigned.
MINIMUM REQUIREMENTS OF WORK
Must possess an Associate’s Degree or higher from an accredited college or university in Purchasing, Accounting, Finance, Business Administration, or substantially similar area. Possession of a Bachelor’s degree is preferred.Must possess two (2) or more years of work experience in contract administration, purchasing, accounting, or finance.Must possess a valid driver’s license and safe driving record.Knowledge, skills, and abilities in the following areas:Ability to use accounting software and perform general accounting tasks.Ability to exhibit minimum mathematical skill usually associated with addition and subtraction with the skill level to multiply and divide all units of measure to perform the four operations with like or common decimal fractions; to compute ratio, rate, and percent; to understand budget analysis trends and expenditure predictions.Knowledge and use of personal computer and software, i.e., New World Systems Financial Software, and Microsoft Office Suite mainly, but not limited to Word, Excel, and Business Analytics.Familiarity with Minority/Women business program development and implementation. Familiarity with issues relative to Local Business Programs and Preferences.Strong communications, customer service, and problem-solving skills.Strong analytical skills necessary to define problems, collect data, establish facts, and draw valid conclusions.Ability to operate in an office environment utilizing such tools and equipment as a personal computer, telephone, voice mail, e-mail, fax, copier, pen, pencil, ruler, charts, contracts, diagrams, directives, documents, forms, manuals, publication, reference books, schedules.Ability to read: manuals (safety, instructional, etc.) professional and technical journals, financial reports, legal documents, newspapers, and encyclopedias including the ability to understand read materials, and apply instruction and narrative if required.Ability to establish and maintain effective working relationships with internal staff as well as the City of Evanston as a whole at all levels including external partner organizations and vendors.Ability to apply to reasoning to work assignments, research of issues, summaries, letters and memorandum, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.Ability to utilize minimum reasoning ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, including the ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Ability to handle daily, weekly, monthly, and annual calendars and scheduling.Ability to multi-task and meet deadlines.SUPERVISIONThis position reports to the Purchasing Manager. Work is assigned through special projects and supervisor requests. The employee is responsible for prioritizing work tasks and for identifying and utilizing the appropriate resources to resolve a problem or situation. Work performance is reviewed through ongoing observation, written and verbal communication, meetings, and feedback from supervisors and other department employees. Guidance is provided through rules and regulations, policies and procedures. Unified Work Rules, Union contract, Personnel Rules and OSHA. Work is evaluated at least annually for performance under this classification standard, communication skills, customer service, ability to work productively and effectively with employees at all levels in the organization, as well as community, business, and other similar groups, and the general public.
PUBLIC CONTACTThe employee has regular contact with other City employees, the City Council, and the public to answer questions and give information. The use of professional customer service skills is an ongoing part of the position.
PHYSICAL REQUIREMENTS OF WORKWork is primarily sedentary, occasionally using 10 pounds of force to lift, carry, or otherwise move objects normally found in an office setting. Must be willing and able to travel throughout Evanston.
The employee is subject to normal inside environmental conditions.
SELECTION METHODQualifications AssessmentStructured Oral Interview
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).
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Date Posted:8/27/2024
Location:Civic Center
Closing Date:10/15/2024
Applies purchasing policies to assigned operating department purchases.Assists and guides departments through the purchasing procedures including, but not limited to, purchase orders processing and maintenance; vendor registration; RFP/Bid document preparation; updating content of City Outstanding RFP/Bid web page and DemandStar website; submitting information for inclusion on Council agendas; contract administration; ensuring receipt of required insurance documentation; and maintaining bid logs and files.Attends meetings with departments as necessary to respond to purchasing questions.Develops purchasing calendar for assigned departments.Works with departments to meet the City’s M/W/D/EBE goal of 25%.Prepares reports and recommendations to the City Council on bids and RFPs.Meets with vendors to answer questions regarding RFP/bid documents.Assists in credit card policy/implementation, contract database, and cell phone policy as assigned.Assists in updating and enforcing the Purchasing Manual policies and procedures.Attends bid openings and pre-bid and pre-proposal meetings for assigned departmentsPrepares responses to Freedom of Information requests.Covers front office; greets internal and external customers.Provides monthly M/W/D/EBE Committee assistance, helps analyze spend data and creates reports.Assists in annual year-end purchasing process.Develops and implements special projects as needed.Performs other duties and responsibilities as assigned.Must possess an Associate’s Degree or higher from an accredited college or university in Purchasing, Accounting, Finance, Business Administration, or substantially similar area. Possession of a Bachelor’s degree is preferred.Must possess two (2) or more years of work experience in contract administration, purchasing, accounting, or finance.Must possess a valid driver’s license and safe driving record.Knowledge, skills, and abilities in the following areas:Ability to use accounting software and perform general accounting tasks.Ability to exhibit minimum mathematical skill usually associated with addition and subtraction with the skill level to multiply and divide all units of measure to perform the four operations with like or common decimal fractions; to compute ratio, rate, and percent; to understand budget analysis trends and expenditure predictions.Knowledge and use of personal computer and software, i.e., New World Systems Financial Software, and Microsoft Office Suite mainly, but not limited to Word, Excel, and Business Analytics.Familiarity with Minority/Women business program development and implementation. Familiarity with issues relative to Local Business Programs and Preferences.Strong communications, customer service, and problem-solving skills.Strong analytical skills necessary to define problems, collect data, establish facts, and draw valid conclusions.Ability to operate in an office environment utilizing such tools and equipment as a personal computer, telephone, voice mail, e-mail, fax, copier, pen, pencil, ruler, charts, contracts, diagrams, directives, documents, forms, manuals, publication, reference books, schedules.Ability to read: manuals (safety, instructional, etc.) professional and technical journals, financial reports, legal documents, newspapers, and encyclopedias including the ability to understand read materials, and apply instruction and narrative if required.Ability to establish and maintain effective working relationships with internal staff as well as the City of Evanston as a whole at all levels including external partner organizations and vendors.Ability to apply to reasoning to work assignments, research of issues, summaries, letters and memorandum, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.Ability to utilize minimum reasoning ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, including the ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Ability to handle daily, weekly, monthly, and annual calendars and scheduling.Ability to multi-task and meet deadlines.Salary Range:
$39.1900 - $58.7900/hour*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.
NATURE OF WORKUnder the general direction of the Purchasing Manager, assists City departments with their procurement of goods and services, advising on items affecting the purchasing process, ensuring specifications are clear and complete, and developing Bids/RFP/RFQ. Maintains files and databases, tracks open Bids/RFP/RFQ documentation, and performs a variety of administrative duties related to purchasing and business development. The position requires division receptionist duties rotation.
ESSENTIAL FUNCTIONS OF WORK
Applies purchasing policies to assigned operating department purchases.Assists and guides departments through the purchasing procedures including, but not limited to, purchase orders processing and maintenance; vendor registration; RFP/Bid document preparation; updating content of City Outstanding RFP/Bid web page and DemandStar website; submitting information for inclusion on Council agendas; contract administration; ensuring receipt of required insurance documentation; and maintaining bid logs and files.Attends meetings with departments as necessary to respond to purchasing questions.Develops purchasing calendar for assigned departments.Works with departments to meet the City’s M/W/D/EBE goal of 25%.Prepares reports and recommendations to the City Council on bids and RFPs.Meets with vendors to answer questions regarding RFP/bid documents.Assists in credit card policy/implementation, contract database, and cell phone policy as assigned.Assists in updating and enforcing the Purchasing Manual policies and procedures.Attends bid openings and pre-bid and pre-proposal meetings for assigned departmentsPrepares responses to Freedom of Information requests.Covers front office; greets internal and external customers.Provides monthly M/W/D/EBE Committee assistance, helps analyze spend data and creates reports.Assists in annual year-end purchasing process.Develops and implements special projects as needed.Performs other duties and responsibilities as assigned.
MINIMUM REQUIREMENTS OF WORK
Must possess an Associate’s Degree or higher from an accredited college or university in Purchasing, Accounting, Finance, Business Administration, or substantially similar area. Possession of a Bachelor’s degree is preferred.Must possess two (2) or more years of work experience in contract administration, purchasing, accounting, or finance.Must possess a valid driver’s license and safe driving record.Knowledge, skills, and abilities in the following areas:Ability to use accounting software and perform general accounting tasks.Ability to exhibit minimum mathematical skill usually associated with addition and subtraction with the skill level to multiply and divide all units of measure to perform the four operations with like or common decimal fractions; to compute ratio, rate, and percent; to understand budget analysis trends and expenditure predictions.Knowledge and use of personal computer and software, i.e., New World Systems Financial Software, and Microsoft Office Suite mainly, but not limited to Word, Excel, and Business Analytics.Familiarity with Minority/Women business program development and implementation. Familiarity with issues relative to Local Business Programs and Preferences.Strong communications, customer service, and problem-solving skills.Strong analytical skills necessary to define problems, collect data, establish facts, and draw valid conclusions.Ability to operate in an office environment utilizing such tools and equipment as a personal computer, telephone, voice mail, e-mail, fax, copier, pen, pencil, ruler, charts, contracts, diagrams, directives, documents, forms, manuals, publication, reference books, schedules.Ability to read: manuals (safety, instructional, etc.) professional and technical journals, financial reports, legal documents, newspapers, and encyclopedias including the ability to understand read materials, and apply instruction and narrative if required.Ability to establish and maintain effective working relationships with internal staff as well as the City of Evanston as a whole at all levels including external partner organizations and vendors.Ability to apply to reasoning to work assignments, research of issues, summaries, letters and memorandum, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.Ability to utilize minimum reasoning ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, including the ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.Ability to handle daily, weekly, monthly, and annual calendars and scheduling.Ability to multi-task and meet deadlines.SUPERVISIONThis position reports to the Purchasing Manager. Work is assigned through special projects and supervisor requests. The employee is responsible for prioritizing work tasks and for identifying and utilizing the appropriate resources to resolve a problem or situation. Work performance is reviewed through ongoing observation, written and verbal communication, meetings, and feedback from supervisors and other department employees. Guidance is provided through rules and regulations, policies and procedures. Unified Work Rules, Union contract, Personnel Rules and OSHA. Work is evaluated at least annually for performance under this classification standard, communication skills, customer service, ability to work productively and effectively with employees at all levels in the organization, as well as community, business, and other similar groups, and the general public.
PUBLIC CONTACTThe employee has regular contact with other City employees, the City Council, and the public to answer questions and give information. The use of professional customer service skills is an ongoing part of the position.
PHYSICAL REQUIREMENTS OF WORKWork is primarily sedentary, occasionally using 10 pounds of force to lift, carry, or otherwise move objects normally found in an office setting. Must be willing and able to travel throughout Evanston.
The employee is subject to normal inside environmental conditions.
SELECTION METHODQualifications AssessmentStructured Oral Interview
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).
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