Procurement Specialist

Procurement Specialist

Department: Finance

FLSA Status: Non-Exempt

Annual Salary: $29,217.75 - $33,213.68

Position Overview:

This position is directly supervised by the Purchasing Agent and operates within the Finance Department. Under general supervision, the Procurement Specialist reviews, approves, or holds departmental purchase requests pending disposition. This position analyzes and resolves purchasing-related issues, ensures compliance with established procedures, and identifies cost-saving opportunities and process improvements to support efficient departmental operations. This position is classified as a non-essential personnel classification for Emergency Response. This means that during an emergency response the position’s roles are not immediately necessary for emergency response or critical continuity operations.

Essential Job Functions:

Essential job duties and functions, pursuant to the Americans with Disabilities Act, may include the following:

• Performs duties as the lead purchasing specialist within the Procurement Division
• Obtains written quotes for supplies, equipment, and materials valued over $5,000 and under $50,000.
• Ensures all quotes received are fair, equitable, and competitive.
• Reviews and approves W-9 forms for accuracy and completeness prior to Finance entering the information into the system.
• Answers telephone inquiries and responds to questions from employees, vendors/suppliers, administration, and public officials.
• Provides guidance and assistance to all departments regarding the procurement of supplies, materials, equipment, and services
• Analyzes, identifies, and communicates information related to purchase orders utilizing out-of-network vendors; researches and resolves purchasing issues as needed.
• Maintains an audit trail for credit card expenditures, including monthly reconciliation of travel and small-purchase procurement card statements.
• Monitors receipts and ensures accountability and compliance among credit card users.
• Reviews and processes purchase order and contract adjustments.
• Performs daily purchase order functions including entry, approval, conversion, and printing.
• Coordinates procurement-related projects with other departments
• Ensures proper documentation and compliance with all applicable local, state, and federal procurement rules and regulations.
• Processes all contract pay applications upon receipt from the Program Manager or Architect/Engineer.
• Assists the Manager with the development and coordination of RFPs.
• Maintains and monitors all travel requests.
• Maintains and oversees the City’s cell phone program.
• All other duties as assigned by your direct supervisor, manager, director or mayor.

Knowledge Skills and Abilities:

Must possess the required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Possesses strong analytical skills and demonstrates sound judgment in evaluating purchasing needs and processes.
• Exhibits thorough knowledge of product and service purchasing policies, procedures, and best practices.
• Demonstrates strong interpersonal and human relations skills when interacting with vendors, suppliers, and staff.
• Possesses strong oral and written communication skills.
• Requires the ability to interact positively and professionally with vendors/suppliers, co-workers, and departmental personnel both in person and by telephone.
• Demonstrates exceptional problem-solving skills with the ability to analyze issues and develop effective solutions.
• Exhibits exceptional organizational skills with the ability to manage multiple tasks efficiently.
• Requires the ability to prioritize work, meet deadlines, and perform effectively in a high-volume, multi-tasking environment.
• Demonstrates proficiency in preparing clear, concise, and accurate reports.
• Possesses the ability to operate a personal computer and utilize various software programs relevant to procurement functions.
• Exhibits strong attention to detail and accuracy in all tasks.
• Demonstrates the ability to plan, organize, and maintain an effective workflow.
• Possesses the ability to establish and maintain effective working relationships across departments and with external partners.
• Requires the ability to undertake assigned procurement-related projects and develop summaries, reports, and recommendations based on findings.

Education and Experience

High school diploma or equivalent is required. A minimum of 2–4 years of prior purchasing experience is preferred. An appropriate combination of relevant coursework and professional experience may be considered in lieu of stated requirements.

Licenses of Certifications

Must possess a valid Mississippi Driver’s License.

Physical Demands and Working Conditions

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

Physical requirements include occasional lifting/carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.

Salary : $29,220 - $33,210