Procurement Administrator

City-of-Apache-Junction,-A; Apache Junction (AZ); On-site; USD 87,000 - 91,000; Full time

Job summary

The City of Apache Junction seeks a Procurement Specialist to lead citywide procurement of goods and services, manage contracts, and advise departments in accordance with procurement laws and city policies.

The role coordinates solicitations, maintains the procurement portal, and ensures proper documentation and compliance across all contracts and requisitions.

Qualifications

• Bachelor’s degree in a related field and three years of paid, full-time procurement experience (one year in purchasing/contract management)
• CPPB/CPPO/CPSM certification is preferred
• Knowledge of the Arizona Procurement Code and public procurement practices

Responsibilities

• Coordinate solicitations for goods, services, design and construction and manage the procurement portal and forms.
• Administer and manage solicitations/contracts to ensure compliance with procurement code and city rules.
• Communicate with city departments and vendors to coordinate procurement of materials and services; review PO and requisition approvals.
• Recommend changes to procurement policies and procedures and develop user-friendly guidance.
• Maintain contract/procurement data in the financial system for efficient workflows.
• Review contracts for scope, price and past performance prior to bid/renewal and write amendments as needed.
• Lead public bid/proposal conferences and open solicitations; assist evaluation meetings.
• Provide guidance on formal, informal, and emergency procurements and resolve accounting issues.
• Run reports on contract spend and monitor against budget to ensure cost control.
• Maintain required insurance and business license documentation for contracts.
• Support city goals and ensure safety compliance.

Skills

Bid preparation

Bid evaluation

Public procurement

Contract management

Analytical thinking

Customer service

Independent work

Education

Bachelor’s degree in supply chain / business / public administration

CPPB/CPPO/CPSM preferred

Job description

(Anticipated Hiring Range: $86,525 - $90,904/annually)

Positions assigned to this class manage the citywide public procurement of materials and services, contract management, requisitions and purchase orders, and coordinates purchasing needs of the city. Provides guidance and assistance to city departments and ensures compliance with all applicable laws, rules, and regulations related to procurement.

The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the city's needs.

• Coordinate solicitations for goods, services, design and construction. Review and assist in development of specifications and terms, schedules opening dates, maintain city’s public purchase portal and preserve files. Maintain and edit standard forms used for solicitations and contracts.
• Administer and manage solicitations/contracts to ensure compliance with the city's procurement code and the city accounting, regulations, policies and procedures.
• Communicate with city departments and vendors to coordinate procurement of materials and services. Review and prepare purchase orders and requisitions, provide support for city departments by the approvals of requisitions and purchase order conversions.
• Recommend changes/updates to procurement policies and procedures. Review and evaluate procurement code for applicability. Develop and provide procedures for use by city departments.
• Oversee and maintain accurate contract and procurement data within the financial system to support efficient purchasing workflows.
• Review contracts to evaluate overall scope, price and past performance of each contract prior to bid or renewal. Write amendments as needed, coordinating with departments on changes when necessary and appropriate.
• Conduct public pre-bid/proposal conferences and public solicitation openings and may serve as a chairperson and/or facilitator for evaluation meetings. Respond to inquiries concerning criteria for solicitations and contract award decisions.
• Provide guidance on formal, informal, and emergency procurements and resulting contracts. Help resolve accounting issues.
• Run reports and analyze financial system data related to assigned contract spend. Monitor contract-spend against established budget to ensure cost control.
• Maintain and track required insurance and city business license documentation required for contracts.
• Support the city’s policies, goals, and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures.

Education and Experience

Graduation from a college or university accredited by an agency recognized by the U.S. Secretary of Education or Council for Higher Education Accreditation (CHEA) with a Bachelor’s degree in Supply Chain Management, Business Administration, Public Administration, Accounting, or a related field and three (3) years of paid full-time experience with administering and leading formal procurement, one (1) year of which must include purchasing and contract management, acquisition of equipment, supplies, OR an equivalent combination of education and experience.

Certified Public Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO), Certified Purchasing Manager (C.P.M), or Certified Professional in Supply Management (CPSM) is preferred.

Knowledge

• Comprehensive knowledge of the Arizona Procurement Code, commodity codes, federal antitrust laws, and federal acquisition regulations.
• Principles, practices, and terminology used in public procurement of goods, services, design and construction contracts.
• Public procurement theory, principles, and practices; contract development; contract negotiations; and contract management.

Skills

• Preparing bids, technical specifications, and contractual agreements.
• Evaluating and analyzing bid proposals and contract provisions to ensure compliance with city policy and public procurement law.
• Conducting bid/proposal openings, pre-bid conferences, pre-proposal meetings, and interviews.
• Working independently and meeting deadlines.
• Providing effective customer service to internal and external individuals and departments.

Pre-employment Requirements

Candidates who are selected for appointment may be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver’s license to operate a vehicle in Arizona or meet the transportation needs of the position.

Physical Demands and Work Environment

Work is performed in a standard office environment with some stooping, bending, stretching, standing, frequent sitting and continuous operation of a personal computer. May require some outside work in various weather/temperatures. May be required to perform a full range of motion with moving, lifting and/or carrying items weighing up to 25 pounds.