City of Rio Rancho, NM
Purchasing Specialist AF
City of Rio Rancho, NM, Rio Rancho, New Mexico, United States, 87144
Salary:
$23.04 - $28.80 Hourly
Location :
City Hall (3200 Civic Center Circle NE)
Job Type:
Full Time AF
Job Number:
2024-00134
Department:
Financial Services
Division:
Purchasing
Opening Date:
07/02/2024
Position Summary
The Purchasing Specialist coordinates the process of acquiring, negotiating, composing complex formal and informal solicitations and evaluations for goods and services including but not limited to engineering, design and/or construction of capital or maintenance projects, business agreements, capital and operating leases, software agreements, banking and/or merchant services agreements, maintenance services, consulting and personal services, and other professional services agreements, equipment acquisition. The Purchasing Specialist is responsible for providing customer support, consultation (Procurement Code, policies, and procedures) and a variety of complex City procurements. In addition, the Purchasing Specialist is responsible for administering city-wide price agreements / contracts. The Purchasing Specialist assists in managing all contract activity including developing and maintaining contract policies and standards, contract negotiations including costs and terms and conditions, contract tracking, compliance and performance, identifying and resolving contract changes, and ensuring proper contract invoicing and payment compliance.Education, Training, Experience, Certifications, Licenses and Registrations
Education / higher education: AA DegreeFor required college degrees, applicable field(s) of study: Business, public administration or related field.Minimum number of years of directly related experience: Four years of directly-related experience. In lieu of a degree incumbent must possess six years' experience.Education and/or experience preferences: noneDriver's License requirement: Infrequent DriverRegular Driver's License Required Endorsements: NoneNoteFor any driver, driving record must always meet City driving and insurability standards.Required certifications, licenses or registrations: NonePreferred certifications, licenses or registrations: Certified Public Procurement Buyer preferred.Knowledge, Skills and Abilities
Knowledge: General knowledge of governmental purchasing and contracting principles, practices, and procedures and regulations; various grades and qualities of commonly used supplies, materials and equipment; Federal, state, and local laws, codes, and regulations pertinent to municipal procurement; City procurement policies, procedures, and practices; Equipment, materials, supplies, and services commonly used by municipalities. Basic knowledge of governmental accounting principles.Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Using a computer terminal to monitor and process invoices and purchase orders and for word processing, spreadsheets, e-mail and internet; Contracts management and negotiation.Abilities: Exercise initiative, independent judgment and independent problem solving; Read and interpret documents such as contracts, safety rules, operating and maintenance instructions, and procedure manuals; Carry out instructions furnished in written, oral or diagram form; Compose routine reports and correspondence; Communicate effectively both orally and in writing; Use math concepts to present data in charts, graphs, and presentations; Effectively deal with problems involving several concrete variables in standardized situations; Establish and maintain effective working relations with City staff, vendors and the general public.Interaction with Groups/Agencies/Entities: Internal: Works with department managers, engineers, project managers and other staff on new construction and remodel projects, professional services agreements and/or other contracts that may affect City operations. External: Works with vendors and contractors to insure contract terms are met and new construction and remodeling projects are completed per specifications following local, state, and national building codes and regulations.Essential Functions
The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.Coordinate the process of acquiring, negotiating and composing procurement solicitations for City departments. Confer with user departments to identify goods and services needed, and compose and issues formal solicitations.Provide technical guidance to departments to ensure compliance with the procurement processes, to include the Procurement Code, rules, regulations, policies, procedures, quote solicitation, bid proposal specification writing, and Procurement Card (P-Card).Assist department in drafting bid proposal specifications, terms, and conditions; receive bids proposals, formulate and analyze received bids, and make recommendations to department and Purchasing Manager. Prepare bid abstracts and award letters. Preside over, and coordinate bid openings and pre-bid conferences.Review requisitions and documentation to ensure compliance with procurement code and policies and generate or make adjustments to purchase orders within the purchasing system as requested by departments.Perform month end and fiscal year end closing of purchase documents via the HTE purchasing system.Coordinate and conduct request for proposal meetings, and coordinate with City departments to collect proposal scoring and cost analysis for each request for proposal.Prepare statistical reports that identify savings and efficiencies in the procurement process.Assists Purchasing Manager with Division administration including the development of procurement policies and procedures, and training instruments. Assist with end user training in procurement process, rules, and regulations.Prepare/process correspondence for proposal advertisement notification, award/reject notifications, and coordinate with City departments regarding procurement of those awarded goods/services.Act as point of contact for all formal solicitations during procurement processes.Serve as administrator for City price agreements/ contracts for tangible/personal property, services, etc. Issue contract modifications, pricing updates, contract renewal/extensions, and acceptance/cancellation correspondence.Compile/verify contractor licensing information and commodity listing information as needed.Responsible for coordinating and conducting capital projects solicitations for design, construction, and construction management while ensuring that procurement policies and procedures are followed properly.Ensure compliance with Federal procurement requirements on federally funded projects.Coordinate, as needed, with Grant Administrator on grant funded procurements to ensure compliance with grant requirements.Work closely with project teams in developing detailed, complex specifications and contract documents, will conduct solicitation.Conduct committee review of all RFP responses, recommend award, and process award documents.Advises City departments and the general public/contractors on origin of procurement transactions, and specific questions of policy, contract law, employment law, and technical references.Assist with common vendor maintenance and procurement card program administration as needed.
To view a summary of benefits offered by the City of Rio Rancho
01
Do you possess an Associates Degree or higher in Business, Public Administration or a related field? If you certify you have a degree, your transcripts must be uploaded showing degree and date awarded.
YesNo
02
Do you have four years of directly related experience? In lieu of a degree, do you possess six years experience?
YesNo
Required Question
$23.04 - $28.80 Hourly
Location :
City Hall (3200 Civic Center Circle NE)
Job Type:
Full Time AF
Job Number:
2024-00134
Department:
Financial Services
Division:
Purchasing
Opening Date:
07/02/2024
Position Summary
The Purchasing Specialist coordinates the process of acquiring, negotiating, composing complex formal and informal solicitations and evaluations for goods and services including but not limited to engineering, design and/or construction of capital or maintenance projects, business agreements, capital and operating leases, software agreements, banking and/or merchant services agreements, maintenance services, consulting and personal services, and other professional services agreements, equipment acquisition. The Purchasing Specialist is responsible for providing customer support, consultation (Procurement Code, policies, and procedures) and a variety of complex City procurements. In addition, the Purchasing Specialist is responsible for administering city-wide price agreements / contracts. The Purchasing Specialist assists in managing all contract activity including developing and maintaining contract policies and standards, contract negotiations including costs and terms and conditions, contract tracking, compliance and performance, identifying and resolving contract changes, and ensuring proper contract invoicing and payment compliance.Education, Training, Experience, Certifications, Licenses and Registrations
Education / higher education: AA DegreeFor required college degrees, applicable field(s) of study: Business, public administration or related field.Minimum number of years of directly related experience: Four years of directly-related experience. In lieu of a degree incumbent must possess six years' experience.Education and/or experience preferences: noneDriver's License requirement: Infrequent DriverRegular Driver's License Required Endorsements: NoneNoteFor any driver, driving record must always meet City driving and insurability standards.Required certifications, licenses or registrations: NonePreferred certifications, licenses or registrations: Certified Public Procurement Buyer preferred.Knowledge, Skills and Abilities
Knowledge: General knowledge of governmental purchasing and contracting principles, practices, and procedures and regulations; various grades and qualities of commonly used supplies, materials and equipment; Federal, state, and local laws, codes, and regulations pertinent to municipal procurement; City procurement policies, procedures, and practices; Equipment, materials, supplies, and services commonly used by municipalities. Basic knowledge of governmental accounting principles.Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Using a computer terminal to monitor and process invoices and purchase orders and for word processing, spreadsheets, e-mail and internet; Contracts management and negotiation.Abilities: Exercise initiative, independent judgment and independent problem solving; Read and interpret documents such as contracts, safety rules, operating and maintenance instructions, and procedure manuals; Carry out instructions furnished in written, oral or diagram form; Compose routine reports and correspondence; Communicate effectively both orally and in writing; Use math concepts to present data in charts, graphs, and presentations; Effectively deal with problems involving several concrete variables in standardized situations; Establish and maintain effective working relations with City staff, vendors and the general public.Interaction with Groups/Agencies/Entities: Internal: Works with department managers, engineers, project managers and other staff on new construction and remodel projects, professional services agreements and/or other contracts that may affect City operations. External: Works with vendors and contractors to insure contract terms are met and new construction and remodeling projects are completed per specifications following local, state, and national building codes and regulations.Essential Functions
The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.Coordinate the process of acquiring, negotiating and composing procurement solicitations for City departments. Confer with user departments to identify goods and services needed, and compose and issues formal solicitations.Provide technical guidance to departments to ensure compliance with the procurement processes, to include the Procurement Code, rules, regulations, policies, procedures, quote solicitation, bid proposal specification writing, and Procurement Card (P-Card).Assist department in drafting bid proposal specifications, terms, and conditions; receive bids proposals, formulate and analyze received bids, and make recommendations to department and Purchasing Manager. Prepare bid abstracts and award letters. Preside over, and coordinate bid openings and pre-bid conferences.Review requisitions and documentation to ensure compliance with procurement code and policies and generate or make adjustments to purchase orders within the purchasing system as requested by departments.Perform month end and fiscal year end closing of purchase documents via the HTE purchasing system.Coordinate and conduct request for proposal meetings, and coordinate with City departments to collect proposal scoring and cost analysis for each request for proposal.Prepare statistical reports that identify savings and efficiencies in the procurement process.Assists Purchasing Manager with Division administration including the development of procurement policies and procedures, and training instruments. Assist with end user training in procurement process, rules, and regulations.Prepare/process correspondence for proposal advertisement notification, award/reject notifications, and coordinate with City departments regarding procurement of those awarded goods/services.Act as point of contact for all formal solicitations during procurement processes.Serve as administrator for City price agreements/ contracts for tangible/personal property, services, etc. Issue contract modifications, pricing updates, contract renewal/extensions, and acceptance/cancellation correspondence.Compile/verify contractor licensing information and commodity listing information as needed.Responsible for coordinating and conducting capital projects solicitations for design, construction, and construction management while ensuring that procurement policies and procedures are followed properly.Ensure compliance with Federal procurement requirements on federally funded projects.Coordinate, as needed, with Grant Administrator on grant funded procurements to ensure compliance with grant requirements.Work closely with project teams in developing detailed, complex specifications and contract documents, will conduct solicitation.Conduct committee review of all RFP responses, recommend award, and process award documents.Advises City departments and the general public/contractors on origin of procurement transactions, and specific questions of policy, contract law, employment law, and technical references.Assist with common vendor maintenance and procurement card program administration as needed.
To view a summary of benefits offered by the City of Rio Rancho
01
Do you possess an Associates Degree or higher in Business, Public Administration or a related field? If you certify you have a degree, your transcripts must be uploaded showing degree and date awarded.
YesNo
02
Do you have four years of directly related experience? In lieu of a degree, do you possess six years experience?
YesNo
Required Question