Finance Specialist - Procurement & Budget

About the Team:
About the Role:
This position is responsible for supporting all City departments in the planning, sourcing, acquisition and contract management of goods, services and equipment and for budget creation and monitoring support.  This position ensures procurement activities comply with state statutes, federal procurement requirements, municipal ordinances and internal policies, while promoting fairness, transparency, cost-effectiveness and efficiency.

About the Rewards: 
The City of Fitchburg is a great place to work! We offer an amazing benefits package that includes excellent health insurance, participation in the Wisconsin Retirement System, paid parental leave, bilingual incentive, public student loan forgiveness, and an employee assistance program that offers a variety of programs and tools designed to help promote an employee's health and wellness!

Essential Duties and Responsibilities:

• Procurement
  • Serve as the main procurement contact for the City, coordinating and managing purchasing activities for all City departments, as requested. 
  • Advise staff on procurement procedures, rules and best practices. 
  • Prepare and issue Requests for Proposals (RFPs), Requests for Quotations (RFQs), Invitations to Bid (ITBs) and related procurement documents. Ensure compliance with various external and internal requirements and ensure diversity and competition in sourcing. Coordinate solicitation process.
  • Conduct bid openings, evaluate vendor submissions, assist departments with vendor selection recommendations and coordinate approval processes.
  • Draft, review, and monitor contracts and agreements for compliance with applicable regulations.
  • Review and verify vendor invoices against purchase orders, contract documents, and work completed. Coordinate submission of payment requests.
  • Track purchasing activity, prepare procurement reports, and analyze spending patterns to identify cost savings. Track capital expenditures by project, including expenditures paid with debt and grant proceeds. Ensure proper accounting and cost allocation.
  • Coordinate special assessment and special charge processes for project cost recovery from benefiting property owners.
  • Serve as liaison with vendors, contractors, and service providers.
  • Ensure ethical standards, transparency, and accountability in all procurement transactions. Support internal control procedures to safeguard public funds and prevent fraud or misuse.
  • Assist departments with sales of surplus assets.
  • Provide grant support including application, monitoring requirements, and reporting.
• Budget
  • Assist departments with submission of requests for annual capital improvement plan and operating budget processes. 
  • Assist with the preparation of the annual city budgets, provide budget projections and analysis, and assist with preparation of budget documents and reports.
  • Monitor budget and actual amounts to identify projected variances and assist departments with submitting budget amendment requests. 

Additional Duties and Responsibilities:

• Draft and update policies, procedures and templates. 
• Monitor compliance with federal and state purchasing laws, (e.g., prevailing wage, minority business enterprise requirements, Buy America, uniform grant guidance procurement standards, or grant-specific procurement rules). 
• Conduct internal audits of procurement activities. 
• Track contract lifecycles, including renewals, expiration and performance evaluations. 
• Negotiate terms and conditions with vendors to ensure favorable outcomes for the City. 
• Establish tools or dashboards for departments to monitor contracts and budgets.
• Monitor market trends and pricing to advise departments on budgeting and purchasing strategies. 
• Tax collection duties including phone calls from residents with questions about their tax bills and/or payments.
• Other duties as assigned.

Supervisory Requirements:

• None

Education and/or Experience Requirements:

• Bachelor’s degree in Public Administration, Business, Finance or related field. 
• Two (2) years of professional experience in purchasing, contracting or procurement in a public or private organization. 

Certifications

• Certification such as Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), and/or Certified Public Finance Officer (CPFO) preferred. 

Necessary Knowledge Skills and Abilities:

• Knowledge of government procurement laws, bidding requirements and contracting principles. 
• Strong organizational, analytical and communication skills. 
• Experience in municipal or county government purchasing desired. 
• Proficiency with procurement software, budget software, and Microsoft Office Suite. 
• Ability to define problems, collect data, establish facts, draw valid conclusions, and recommend corrections and/or improvements.
• Ability to appreciate and maintain confidentiality of information.
• Ability to maintain efficient and effective financial systems and procedures
• Ability to understand and carry out oral and written instructions and to decipher detailed working procedures appropriate to desired objectives. Ability to read, analyze, and interpret financial reports, government regulations, policies, and legal documents.
• Ability to establish and maintain effective working relationships with City elected and appointed officials, employees, and the general public. 
• Ability to work with culturally diverse individuals and groups.
• Ability to maintain adequate attendance. 
• Ability to attend evening meetings as requested. 

In evaluating candidates for this position, the City may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform the essential duties of this position.

Salary : $71,302 - $81,494