Job ID #32258: Procurement Specialist II (1 permanent and 1 temporary vacancy)

Hamilton Insurance Group, Ltd.; Hamilton; Hybrid; CAD 65,000 - 90,000; Full time

Job summary

City of Hamilton is seeking a Procurement Specialist II to manage competitive bidding, contract renewals and supplier coordination under the guidance of the Supervisor, Procurement Strategic Sourcing.

The role emphasizes compliance with the City By-Law, accurate analysis, and fostering cost-effective and ethical procurement practices. A Bachelor’s degree or diploma and pursuit of CPPB/CSCMP are preferred; contract length up to 12 months.

Qualifications

• Bachelor’s degree or college diploma in public or business administration or related field.
• Progress toward CPPB/CSCMP procurement designation is highly desirable.
• Experience in a purchasing environment; public procurement experience preferred; designation within eight years is expected.

Responsibilities

• Prepares and executes competitive procurement processes per City By-Law.
• Supports procurement specialists with specifications, terms of reference, and contracts.
• Maintains procurement policies, procedures and compliance.
• Reviews quotations and prepares bid analysis spreadsheets.
• Represents Procurement Section in meetings with departments, suppliers and agencies.

Skills

Negotiation

Analytical skills

Communication skills

Teamwork

Independent judgement

Problem solving

Microsoft Office

Procurement knowledge

Education

Bachelor’s degree or college diploma in public or business administration

Procurement designation: CPPB or CSCMP

Experience in public procurement environment

Tools

Microsoft Office

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32258: Procurement Specialist II (1 permanent and 1 temporary vacancy)
• Union: CUPE Local 5167
• Job Description ID #: 7782
• Duration: Up to 12 months
• Vacancy type: This posting is for an existing vacancy

SUMMARY OF DUTIES

Reports to the Supervisor, Procurement Strategic Sourcing. Under technical and administrative direction, performs professional work in the analytical, compliance and operational functions of the centralized procurement activities of the City. Responsible for procurement of goods and services in accordance with applicable laws, bylaws and regulations.

GENERAL DUTIES

Prepares and executes competitive procurement processes including preparation of contract renewals, Requests For Quotation, Tenders, Information, Expressions of Interest documents and contracts in accordance with the requirements of the City’s Procurement By-Law.

Supports the Procurement Specialists by providing procurement professional expertise in the preparation and review of specifications, terms of reference, procurement processes and tools, and contract formation.

Shares their knowledge of the ethics, policies, procedures and relevant legislation with other staff, and provides direction with regards to purchasing matters to staff in other departments

Prepares comprehensive analysis of bid submissions.

Administers the corporate purchase order system, monitors awards to ensure compliance with the City’s Procurement By-Law, associated procurement process/document, established procedures, and best practices and compliance by vendor/contractors.

Facilitates the timely procurement of supplies, equipment and services needed by the City of Hamilton in accordance with the City’s Procurement Policy By- Law and all other applicable laws, policies and procedures.

Maintains the integrity of the public procurement process as outlined in the Purchasing Policy By-Law.

Assists Procurement Specialists and confers with departments to determine and facilitate the renewal of contracts.

Researches market sources and vendors to locate and ensure the most cost effective and competitive pricing for the purchase procurement of goods and services.

Receives, reviews and evaluates quotations for compliance and recommends the award of contracts.

Ensures that the procurement process is followed as outlined in the solicitation document and that the evaluation and recommendation for award is in accordance with the solicitation.

Represents the Procurement Section at meetings with other City departments, suppliers and other public agencies.

In conjunctions with the Procurement Specialist I, effectively communicates procurement policies and procedures to City personnel and interprets said policies and procedures as necessary during regular meetings at Client Department locations including offices, work yards, operational facilities, etc

Attends evaluation meetings as requested, takes minutes and compiles evaluator feedback

Provides input and feedback on established standard contract clauses used in City contracts, solicitations, and purchase orders. Continuously reviews policies and procedures governing procurement in order to improve upon and standardize the process.

Reviews and executes purchase orders, processes purchase order, change order and close requests, within delegated authority.

Prepares evaluation and bid analysis spreadsheets when required.

Prepares correspondence related to contract renewals and request for tenders including: spreadsheets, letters, emails, reports, forms, notifications, council recommendations and reports, purchase orders and presentations. Prepares or oversees correspondence and ensures effective public relations with vendors, Client Departments and procurement personnel.

Responds to inquiries from customers, contractors, elected officials and public on procurement policies, procedures, services, products, and quotations.

Establishes work priorities and schedules, ensuring timelines are met.

Provides advice on requisitioning procedures and correct use of orders and applications. Troubleshoots and assists departments and accounts payable staff with procurement related problems.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

1. Bachelor’s degree or a community college diploma from an accredited college or university with major coursework in public or business administration or other appropriate field.
2. Working towards a procurement designation highly desirable - Certified Professional Public Buyer (CPPB), or Certified Supply Chain Management Professional (CSCMP), formerly the Certified Professional Purchaser (C.P.P.) designation.
3. Considerable experience in a Purchasing environment, preferably public procurement experience. Must obtain professional designation in purchasing within eight years after being placed in this position.
4. Ability to exercise reasonable initiative and independent judgement in achieving objectives, planning work details and making technical decisions. Knowledge of the principles of general management, business administration and procurement.
5. Skill in researching and preparing documents.
6. Ability to develop effective and cooperative working relationships with Client Departments, peers and vendors.
7. Excellent knowledge of computer applications in a Windows environment. Demonstrated knowledge of Microsoft Office and productivity tools. Excellent verbal and written communication skills.
8. Ability to work independently toward general results, devising new methods, modifying or adapting standard procedures to meet new conditions and making decisions based upon precedent, policy and acquired experience.
9. Ability to successfully deal with all persons in a fair and equitable manner. Possess complete integrity and a high sense of personal and professional ethics.
10. Successful negotiation skills, problem resolution oriented, good analytical skills and team oriented. Ability to maintain comprehensive working documents with specific attention to detail.

Disclaimer

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.