Procurement Specialist 3

City of Detroit; Detroit (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Detroit is seeking a Procurement Specialist 3 to support purchasing of goods, professional services, and construction contracts. You will assemble data, prepare bid forms, and help manage suppliers, bids, and change orders.

You will perform market analyses, review specifications and bid discrepancies, and ensure compliance with city policies. Strong data analysis, communication and multitasking are essential.

Qualifications

• Bachelor's degree in Business, Public Administration, Finance, or a Purchasing-related field.
• 5+ years of experience in purchasing-related activities, commodities, services and contracts.

Responsibilities

• Assist in assembling data for specifications and bid forms.
• Prepare lists of vendors and bids.
• Manage suppliers, bids, and change orders.
• Conduct market analysis and review specifications.
• Review bid discrepancies with requisitioner and bidder.
• Prepare simple graphs and statistical reports.

Skills

Communicate effectively with customers

Data analysis

Bid management

Manage suppliers

Price studies

Develop specifications

Advanced technology

Education

Bachelor's degree in Business/Public Administration/Finance/Purchasing

Tools

Data management systems

Job description

SUMMARY:

The Procurement Specialist 3 performs duties in the procurement of related to goods, professional services, and construction contracts. Compile bids, data and purchasing documents. Manages suppliers, bids and change orders.

ESSENTIAL JOB FUNCTIONS:

Assist in and assembles data for the preparation of specifications and request for bid forms. Prepare lists of bids of vendors. Manages suppliers, bids, and change orders. Conducts market analysis and reviews specifications. Review bid discrepancies with requisitioner and bidder. Follow security and safety policies and procedures in carrying out work duties. Provides on the job training.

RELATED JOB FUNCTIONS:

Position may be called upon to direct specific project activities or to work as a team member. Conduct routine field inspections of purchases. Prepare simple graphs and charts and other statistical records. Perform related work duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• Clerical and office methods, records and equipment
• Principles of purchasing work, basic accounting and data/statistical analysis
• Methods, practices and procedures involved with the purchase and delivery of materials and supplies in compliance with policies and ordinances
• Bids and contracts analysis, contract law, and the legal aspects of purchasing
• Properties and general characteristics of several broad procurement classes
• Purchasing principles, practices, and methods including specifications review
• Receiving, inspection and testing methods
• Supplier quality assurance functions

SKILL TO:

• Communicate effectively with internal and external customers and vendors
• Compile data and apply analytical methods
• Secure competitive bidding and locate sources of supplies
• Manage suppliers
• Perform salvage and recycling work
• Conduct price studies and market analyses
• Assist with developing and reviewing specifications
• Use advanced technology

SKILL TO:

• Communicate effectively with internal and external customers and vendors
• Compile data and apply analytical methods
• Secure competitive bidding and locate sources of supplies
• Manage suppliers
• Perform salvage and recycling work
• Conduct price studies and market analyses
• Assist with developing and reviewing specifications
• Use advanced technology

ABILITY TO:

• Work effectively in a team-based, flexible workforce with minimal supervision
• Execute all skills and duties classification
• Use job-specific data management systems
• Analyze purchase orders and contracts
• Distribute information, negotiate conditions, and resolve conflict with vendors and contractors
• Effective utilize appropriate security and safety equipment and procedures
• Maintain regular and reliable attendance
• Communicate effectively, both verbally and in writing
• Understand and follow verbal and written instructions
• Establish and maintain effective working relationships with others
• Communicate frequently with team members and other units across Department about process, equipment or potential problems
• Develop proficiency in unit specific operations and software
• Direct team activities or to work as a team member
• Assist in and assemble data for the preparation of specifications and request for bid forms
• Prepare lists of vendors
• Conduct routine field inspections of purchases
• Prepare lists of bids received
• Review bid discrepancies with requisitioner and bidder
• Prepare simple graphs and charts and other statistical records and reports
• Index and file purchasing documents
• Perform a variety of clerical tasks incidental to purchasing work
• Perform related work duties as assigned
• Perform purchasing or salvage sales work in a broad assigned area
• Review requisitions and confer with customers regarding requirements, specifications, quality, quality, and delivery of goods and services
• Prepare requests for bids
• Solicits, receives and analyzes quotations for standard and non-standard items
• Award contracts and carry out the necessary follow-up and expediting activities to ensure delivery as required
• Prepare and maintain a list of vendors and catalogs
• Recommend approval of daily request for purchase based on compliance with existing policies, City ordinances, and Finance directives
• Generate and respond to correspondence regarding bids, requisitions, cancellation of orders, price changes and adjustments
• Respond to vendor and supplier inquiries in person, by telephone or writing
• Review incoming purchases requisitions
• Arrange work flow and distribute work assignments to expedite the handling of requisitions and bids
• Decide disposition of questionable bids
• Review purchase orders and accompanying specifications for completeness and accuracy
• Approve the issuance of cancellation or correction notices on bids and purchase orders
• Review specifications
• Direct the preparation and method of presentation of data on price trends, business conditions, and departmental purchase
• Review reports related to shortages and delays in shipments and delivery of inferior merchandise or substitute materials and approves or rejects adjustments
• Prepare reports an correspondence relating to procurement or salvage activities
• Represent the department at professional societies and other public relations and/or educational activities
• Disseminate procurement information to other City agencies
• Assist in the preparation of operational manuals
• Use advance technology

REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry)

• Bachelor's degree; with specialization in Business, Public Administration, Finance, or a Purchasing-related field
• Five (5) years of recent experience in Purchasing-related activities as associated with commodities, services, and contracts, preferably in a municipal agency

ESSENTIAL REQUIREMENTS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Environmental Working Requirements:

Work is performed in an office or plant environment with exposure to computer screens and noise.

OTHER REQUIREMENTS

• Valid Michigan Driver’s License

Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.