Procurement Specialist

Town of Greenwich, CT; Greenwich (CT); On-site; USD 70,000 - 90,000; Full time

Job summary

The Town of Greenwich is seeking a qualified procurement professional with a Bachelor’s degree in Business or Public Administration and at least three years of experience in public procurement. Municipal experience is preferred.

The role involves drafting and managing RFB/RFP documents, evaluating bids, contract negotiations, and maintaining procurement records. Strong communication and multitasking skills required.

Qualifications

• Bachelor’s degree in Business, Public Administration, or related field.
• At least three (3) years of responsible procurement experience.
• Municipal setting experience preferred.

Responsibilities

• Drafts RFB and RFP documents for goods, services, projects, and surplus sales.
• Prepares bid addenda and tabulations; posts to Town/State sites.
• Conducts pre-bid meetings with vendors and departments.
• Reviews bids/proposals for compliance with requirements.
• Assists evaluation committees with contract negotiations and resolutions with Town Law and Risk Management.
• Prepares award letters for contracts and tracks expiration dates; prepares amendments.
• Maintains records and budgets; handles invoices for payment.
• Oversees daily operations of mailroom and Town Hall lobby reception desk.

Skills

Public procurement practices

Communication skills

Multitasking in fast-paced environment

Proofreading/editing documents

Education

Bachelor’s degree in Business or Public Administration

Tools

Microsoft Office Suite

Industry-specific software

Job description

Education and Experience:

Bachelor’s degree from an accredited college or university in Business, Public Administration, or related field, plus at least three (3) years of responsible procurement experience in a fast-paced environment. Experience in a municipal setting preferred.

Qualifications:

• Demonstrated knowledge of Public Procurement practices, including formal bidding and proposal methods.
• Proven ability to execute sound independent judgment within the delegated scope of activity and in accordance with laws, ordinances, regulations and departmental policies and procedures.
• Proven understanding of bidding, insurance, and contract requirements for various types of projects – Performance Maintenance Bonds, Bid Bonds, Prevailing Wages.
• Proven technology skills, including proficiency with the Microsoft Office Suite (Word, Excel, and PowerPoint) as well as industry-specific software programs.
• Proven ability to proofread and edit documents for accuracy.
• Demonstrated ability to maintain confidential information.
• Demonstrated ability to manage multiple projects simultaneously and meet deadlines in a fast-paced environment.
• Demonstrated verbal and written communication skills.
• Proven ability to establish and maintain effective professional working relationships with department stakeholders, colleagues, vendors, and the public.

Examination: 100% Training & Experience Assessment

The examination to determine a candidate's eligibility for the position will be a Training and Experience Assessment. This type of examination requires that you completely fill out the application, adding pages for additional relevant information where needed, and attaching any documentation of certificates, degrees, other significant documents, etc. A candidate's eligibility to be interviewed will be based solely on material submitted at the time of application. Once the Eligibility List is prepared no further information may be submitted and no adjustments will be made.

Department: Purchasing

Bargaining Status: LIUNA

Salary Range: E

FLSA: Exempt

Duties and Responsibilities:

• Composes the Requests for Bid (RFB) and Requests for Proposal (RFP) documents for goods, services, projects, and surplus sales; assists departments with developing specifications and reply sheets.
• Prepares addenda and bid tabulations for Requests for Bid (RFB) and Requests for Proposal (RFP); posts to Town and State websites.
• Conducts pre-bid meetings with the vendors and departments.
• Reviews submitted bids/proposals for compliance with established requirements.
• Assists evaluation committees with contract negotiations and resolving exceptions prior to award. Consults with Town Law and Risk Management departments and implements resolutions.
• Prepares award letters for contracts for commodities, services, and various projects.
• Tracks contract completion/expiration dates and optional year renewals for same; prepares amendments for existing contracts.
• Researches, analyzes and synthesizes data, preparing reports as required; maintains and updates computerized records.
• Responds to inquiries from departments and outside vendors; handles Freedom of Information Act requests.
• Reviews and approves daily departmental Requisitions within the Town’s financial system (MUNIS).
• Maintains financial records, spreadsheets, and monthly reports; processes invoices for payment; monitors annual budget.
• Assists Director with overseeing the daily operations and staff assigned to the mailroom and the Town Hall lobby reception desk.
• Maintains and updates Town’s purchasing activities on various websites.
• Supports Town policies and philosophies.
• Performs other related work as assigned.

All positions may be subject to an interview process. The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.

All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredientin marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.

The Town of Greenwich has implemented a policy of background investigations for all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.