Procurement Administrator

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

Job summary

The City of Apache Junction is seeking a seasoned procurement professional to oversee citywide purchasing, contract management and requisitions. You will guide departments, review solicitations, and ensure compliance with laws and regulations while maintaining vendor data and purchasing records.

Responsibilities include coordinating bids, administering contracts, preparing purchase orders, and analyzing spend to support budget goals. A Bachelor's degree and relevant certifications are preferred.

Qualifications

• Bachelor’s degree and three years of paid full-time procurement experience.
• CPPB/CPPO/CPSM certifications preferred.
• Knowledge of procurement laws and regulations.

Responsibilities

• Coordinate solicitations for goods, services, design and construction; manage specifications, schedules, and city’s public purchase portal.
• Administer and manage solicitations/contracts to ensure compliance with procurement code and policies.
• Communicate with city departments and vendors to coordinate procurement; prepare purchase orders and requisitions.
• Review contracts to evaluate scope, price and past performance; write amendments as needed.
• Conduct pre-bid/proposal conferences and bid openings; respond to inquiries.
• Run reports and analyze financial system data related to contract spend.
• Maintain insurance and business license documentation for contracts.
• Ensure compliance with safety procedures.

Skills

Bid analysis

Contract management

Public procurement

Vendor coordination

Compliance knowledge

Education

Bachelor's degree in Supply Chain Management, Business Administration, Public Administration, Accounting, or a related field

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.