South Metro Fire Rescue
Procurement Specialist
South Metro Fire Rescue, Aurora, CO
Procurement Specialist
Open Until Filled
REPORTS TO: Accounting Manager
DIVISION: Internal Services/Finance
FLSA CLASSIFICATION: Exempt
SALARY GRADE: 15
SALARY RANGE: $88,731-$104,392
GENERAL POSITION SUMMARY
The Procurement Specialist is responsible for managing procurement functions within the Finance department in support of the South Metro Fire Rescue's goals and values. This position is responsible for entering requisitions, sourcing goods and services, monitoring compliance with contracts and grants, and delivering excellent customer service to support procurement operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)
Procurement and Vendor Management
Leads procurement sourcing processes; oversees all procurement requests, including quotes, proposals, bids, etc.
Manages the bid posting process by preparing and publishing all required notifications; oversees and maintains postings on BidNet Direct; coordinates bid timelines, monitors vendor submissions and facilitates communication with vendors regarding bid status and updates.
Evaluates and selects vendors based on their capabilities, performance, pricing, and consistent quality assurance, in compliance with purchasing and financial policies.
Communicates with vendors to reconcile price, quantity, or other discrepancies between requisition and invoice.
Builds and maintains vendor relationships; responds to vendor inquiries in a timely and professional manner.
Contract and Purchase Order Administration
Manages and updates contracts within the financial system to ensure accurate tracking and compliance with organization policies and procedures.
Oversees and manages contract scope, ensuring proper approvals are obtained for change orders prior to authorizing additional expenditures.
Assists in preparing purchase orders and contracts, ensuring accuracy and proper documentation.
Drafts contracts and documents; reviews and guides the development of contracts, amendments, interagency agreements, and grants.
Negotiates and drafts contracts and purchase orders, reviewing terms and conditions to ensure compliance with policies and regulatory requirements.
Compliance and Internal Controls
Monitors and creates reports to track and analyze vendor pricing and quantity variances from requisitions to invoices.
Tracks expenses: follows up on expenses submitted without receipts or missing documentation for internal controls and processing.
Identifies and reconciles discrepancies by working directly with vendors or internal teams to resolve issues.
Ensures timely documentation submission; assists business owners with submitting required documentation, including timely receipt processing.
Remains current on federal, state, and local procurement regulations; maintains accurate and comprehensive records for audits including contracts, bid documentation, purchase orders, etc.
Ensures adherence to SMFR procurement policies; reviews and updates procurement policies as needed.
Additional Duties and Responsibilities
Provides training or resources to SMFR employees on procurement policies, tools, and procedures; helps create solicitation documents, including Invitations for Bid (IFB), or Requests for Proposals (RFPs); assists staff with Scope of Work (SOW) development, reviewing and providing guidance on purchase orders, contracts, amendments, and agreements.
Assists business owners in inputting requisitions; responds to queries in the general Finance inbox.
Provides other Finance administrative support as needed.
MINIMUM QUALIFICATIONS
EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS (An equivalent combination of education, training, and experience that demonstrates the ability to perform the duties of the position is qualifying.)
Bachelor's degree in Business Administration, Accounting, Supply Chain Management, or a related field is required.
Minimum of three (3) years of contract management, accounting, or procurement experience.
Procurement Certification, such as CPCM, CPP or CPM, is preferred.
Must obtain CPR certification within one (1) year of hire
NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES
Ability to demonstrate strong customer service orientation.
Knowledge of procurement platform, such as BidNet Direct, for bid management, vendor sourcing and contract administration.
Knowledge of and experience using a large ERP, such as D365, for purchase order processing, financial tracking and reporting.
Knowledge of procurement laws, regulations and industry best practices.
Ability to ensure adherence to policies related to contract terms, pricing and financial reporting requirements.
Understanding of ethical procurement practices including conflict of interest, transparency and fairness in vendor selection.
Knowledge of, and the skill and ability to use, the current versions of the District's hardware and software applications
Skill in written and verbal communication to interact with vendors, contractors and internal stakeholders.
Ability to follow verbal and written instructions.
Ability to work independently within agreed upon limits.
Strong analytical and problem-solving skills to evaluate vendor proposals and assess quality and value.
Knowledge of and ability to apply conflict resolution techniques.
Ability to negotiate favorable terms and process with vendor and contractors.
Ability to read and follow the District's operating guidelines and regulations.
Ability to manage multiple projects simultaneously, respond to changing priorities, and work with frequent interruptions.
Ability to utilize modern office equipment including a computer and a variety of software including Microsoft Office, Excel, and Outlook.
SUPERVISION RECEIVED
Work is performed under the general direction of the Accounting Manager.
SUPERVISION EXERCISED
None.
EQUIPMENT AND SYSTEMS
Requires frequent use of equipment, including personal computer (including various software packages, database, and spreadsheet programs), calculators, telephones, facsimile machines, copy machines, printers, and other general office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly in a sedentary position. The employee may also be required to perform climbing, balancing, stooping, kneeling, crouching, crawling, reaching, sitting, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing and repetitive motions, exerting up 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Specific vision abilities required by this job include close and distance vision acuity and the ability to adjust focus, allowing a broad field of vision.
WORK ENVIRONMENT AND GENERAL INFORMATION
The primary duties of this job are performed in a climate-controlled office environment.
The noise level in the work environment is usually moderate.
BENEFITS
South Metro Fire Rescue's compensation philosophy is designed to attract and retain highly skilled and motivated employees. As such, SMFR's compensation is more than base pay. All regular fulltime SMFR employees enjoy a total compensation package including: base wages, leave accruals, medical, dental, vision and life insurance employer paid premiums, Retiree Health Savings, Death & Disability and employer paid pension contributions as well as a positive work culture including a robust Fitness, Wellness and Rehabilitation Program, educational opportunities and support, job security and other positive non-monetary values which are intended to collectively position SMFR as an employer of choice in its geographic area. SMFR recognizes that being an employer of choice has different meaning to different people depending on what elements a person highly values. But SMFR's overall goal is to be a great place to work.
Open Until Filled
REPORTS TO: Accounting Manager
DIVISION: Internal Services/Finance
FLSA CLASSIFICATION: Exempt
SALARY GRADE: 15
SALARY RANGE: $88,731-$104,392
GENERAL POSITION SUMMARY
The Procurement Specialist is responsible for managing procurement functions within the Finance department in support of the South Metro Fire Rescue's goals and values. This position is responsible for entering requisitions, sourcing goods and services, monitoring compliance with contracts and grants, and delivering excellent customer service to support procurement operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)
Procurement and Vendor Management
Leads procurement sourcing processes; oversees all procurement requests, including quotes, proposals, bids, etc.
Manages the bid posting process by preparing and publishing all required notifications; oversees and maintains postings on BidNet Direct; coordinates bid timelines, monitors vendor submissions and facilitates communication with vendors regarding bid status and updates.
Evaluates and selects vendors based on their capabilities, performance, pricing, and consistent quality assurance, in compliance with purchasing and financial policies.
Communicates with vendors to reconcile price, quantity, or other discrepancies between requisition and invoice.
Builds and maintains vendor relationships; responds to vendor inquiries in a timely and professional manner.
Contract and Purchase Order Administration
Manages and updates contracts within the financial system to ensure accurate tracking and compliance with organization policies and procedures.
Oversees and manages contract scope, ensuring proper approvals are obtained for change orders prior to authorizing additional expenditures.
Assists in preparing purchase orders and contracts, ensuring accuracy and proper documentation.
Drafts contracts and documents; reviews and guides the development of contracts, amendments, interagency agreements, and grants.
Negotiates and drafts contracts and purchase orders, reviewing terms and conditions to ensure compliance with policies and regulatory requirements.
Compliance and Internal Controls
Monitors and creates reports to track and analyze vendor pricing and quantity variances from requisitions to invoices.
Tracks expenses: follows up on expenses submitted without receipts or missing documentation for internal controls and processing.
Identifies and reconciles discrepancies by working directly with vendors or internal teams to resolve issues.
Ensures timely documentation submission; assists business owners with submitting required documentation, including timely receipt processing.
Remains current on federal, state, and local procurement regulations; maintains accurate and comprehensive records for audits including contracts, bid documentation, purchase orders, etc.
Ensures adherence to SMFR procurement policies; reviews and updates procurement policies as needed.
Additional Duties and Responsibilities
Provides training or resources to SMFR employees on procurement policies, tools, and procedures; helps create solicitation documents, including Invitations for Bid (IFB), or Requests for Proposals (RFPs); assists staff with Scope of Work (SOW) development, reviewing and providing guidance on purchase orders, contracts, amendments, and agreements.
Assists business owners in inputting requisitions; responds to queries in the general Finance inbox.
Provides other Finance administrative support as needed.
MINIMUM QUALIFICATIONS
EDUCATION, EXPERIENCE, LICENSES & CERTIFICATIONS (An equivalent combination of education, training, and experience that demonstrates the ability to perform the duties of the position is qualifying.)
Bachelor's degree in Business Administration, Accounting, Supply Chain Management, or a related field is required.
Minimum of three (3) years of contract management, accounting, or procurement experience.
Procurement Certification, such as CPCM, CPP or CPM, is preferred.
Must obtain CPR certification within one (1) year of hire
NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES
Ability to demonstrate strong customer service orientation.
Knowledge of procurement platform, such as BidNet Direct, for bid management, vendor sourcing and contract administration.
Knowledge of and experience using a large ERP, such as D365, for purchase order processing, financial tracking and reporting.
Knowledge of procurement laws, regulations and industry best practices.
Ability to ensure adherence to policies related to contract terms, pricing and financial reporting requirements.
Understanding of ethical procurement practices including conflict of interest, transparency and fairness in vendor selection.
Knowledge of, and the skill and ability to use, the current versions of the District's hardware and software applications
Skill in written and verbal communication to interact with vendors, contractors and internal stakeholders.
Ability to follow verbal and written instructions.
Ability to work independently within agreed upon limits.
Strong analytical and problem-solving skills to evaluate vendor proposals and assess quality and value.
Knowledge of and ability to apply conflict resolution techniques.
Ability to negotiate favorable terms and process with vendor and contractors.
Ability to read and follow the District's operating guidelines and regulations.
Ability to manage multiple projects simultaneously, respond to changing priorities, and work with frequent interruptions.
Ability to utilize modern office equipment including a computer and a variety of software including Microsoft Office, Excel, and Outlook.
SUPERVISION RECEIVED
Work is performed under the general direction of the Accounting Manager.
SUPERVISION EXERCISED
None.
EQUIPMENT AND SYSTEMS
Requires frequent use of equipment, including personal computer (including various software packages, database, and spreadsheet programs), calculators, telephones, facsimile machines, copy machines, printers, and other general office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly in a sedentary position. The employee may also be required to perform climbing, balancing, stooping, kneeling, crouching, crawling, reaching, sitting, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing, seeing and repetitive motions, exerting up 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Specific vision abilities required by this job include close and distance vision acuity and the ability to adjust focus, allowing a broad field of vision.
WORK ENVIRONMENT AND GENERAL INFORMATION
The primary duties of this job are performed in a climate-controlled office environment.
The noise level in the work environment is usually moderate.
BENEFITS
South Metro Fire Rescue's compensation philosophy is designed to attract and retain highly skilled and motivated employees. As such, SMFR's compensation is more than base pay. All regular fulltime SMFR employees enjoy a total compensation package including: base wages, leave accruals, medical, dental, vision and life insurance employer paid premiums, Retiree Health Savings, Death & Disability and employer paid pension contributions as well as a positive work culture including a robust Fitness, Wellness and Rehabilitation Program, educational opportunities and support, job security and other positive non-monetary values which are intended to collectively position SMFR as an employer of choice in its geographic area. SMFR recognizes that being an employer of choice has different meaning to different people depending on what elements a person highly values. But SMFR's overall goal is to be a great place to work.