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Purchasing Specialist & Capital Project Buyer AF

Department: Financial Svcs/Purchasing
Office: City Hall
Position Number:30-10-415-611-1
Job ID#:16243
To be considered for this job:You must complete the on-line application form.
Opening Date for In-House Candidates:12/6/17
Opening Date to the Public:12/13/17
Open until filled; for best consideration, apply by:12/22/17
Starting Salary (or salary range):16.37
Other information about this position or about working with the City of Rio Rancho:A Drivers License is required for this position. Your driving record must always meet City insurability standards.

This position is covered by a Bargaining Unit.
Banner:This is the initial posting of this job opening.

This job will be posted internally for 7 calendar days for current employees to apply first, then will be released for external applicants.
If you are called for an interview or to attend a pre-employment testing session:If you are selected for an interview, you will be contacted via e-mail or telephone with a date, time and place to interview.
Typical schedule :M-F 8-5

Job Description

Position Title: Purchasing Specialist & Capital Project Buyer AF  

Department:  Financial Services  

Division: Accounting  

Reports to: Purchasing Manager  

FLSA Status: Non-Exempt  

Bargaining Unit: AFSCME

Pay Grade: 17A

Job Status: Permanent,  Full-time 

Full Time Equivalent: 1.0  

Position Summary:

The Purchasing Specialist/Capital Project Buyer coordinates the process of acquiring, negotiating, composing complex formal and informal solicitations and evaluations for goods, services, construction / capital projects, and professional services agreements. The Purchasing Specialist is responsible for providing customer support, consultation (Procurement Code, policies, and procedures) and a variety of complex City procurements. In addition, the Purchasing Specialist is responsible for administering city-wide price agreements / contracts. The Purchasing Specialist assists in managing all contract activity including developing and maintaining contract policies and standards, contract negotiations including costs and terms and conditions, contract tracking, compliance and performance, identifying and resolving contract changes, and ensuring proper contract invoicing and payment compliance.

Education, Training and Experience - minimum required to proficiently perform the job:

Education/higher education: Associates Degree

Minimum number of years of directly related experience: 4 years of directly related experience. In lieu of a degree incumbent must possess 6 years experience.

Certifications, Licenses and Registrations

Driverís License requirement: Infrequent Driver -- Regular Driver's License     Required Endorsements: None 

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: None

Preferred certifications, licenses or registrations: Certified Public Procurement Buyer preferred.

Knowledge: General knowledge of governmental purchasing and contracting principles, practices, and procedures and regulations; various grades and qualities of commonly used supplies, materials and equipment; Federal, state, and local laws, codes, and regulations pertinent to municipal procurement; City procurement policies, procedures, and practices; Equipment, materials, supplies, and services commonly used by municipalities.

Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position. Use of technology, equipment and software typically used in the office environment. Using a computer terminal to monitor and process invoices and purchase orders and for word processing, spreadsheets, e-mail and internet; Contracts management and negotiation. 

Abilities: Exercise initiative, independent judgment and independent problem solving; Read and interpret documents such as contracts, safety rules, operating and maintenance instructions, and procedure manuals; Carry out instructions furnished in written, oral or diagram form; Compose routine reports and correspondence; Communicate effectively both orally and in writing; Use math concepts to present data in charts, graphs, and presentations; Effectively deal with problems involving several concrete variables in standardized situations; Establish and maintain effective working relations with City staff, vendors and the general public.

Interaction with Groups/Agencies/Entities: Internal: Works with department managers on new construction and remodel projects that may affect City operations.   External: Works with vendors and contractors to insure new construction and remodeling projects are completed per specifications following local, state, and national building codes and regulations.

Authorities and Accountabilities

Level of independent decision making: Moderate--incumbent is expected to analyze situations that are not covered by established procedures or instructions and suggest to supervisor a recommended course of action

Budgetary/Financial/Asset accountability : Low -- Position is accountable to a Department Director or Division Manager and cannot make major decisions or obligate the City

Span of control: Responsibility for own work (no supervision or leadership expectations).

Position provides oversight and guidance across all City Departments with respect to Legal, Human Resource or Financial/Budgetary/Contractual matters 

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

  • Coordinates the process of acquiring, negotiating and composing procurement solicitations for City departments. Confers with user departments to identify goods and services needed, and compose and issues formal solicitations. Provides technical guidance to departments to ensure compliance with the procurement processes, to include rules, regulations, policies, procedures, quote solicitation, bid proposal specification writing, and Procurement Card. Assist department in drafting bid proposal specifications, terms, and conditions; receives bids proposals, formulates and analyzes received bids, and makes recommendations to department and Purchasing Manager. Prepares bid abstracts and award letters. Presides over, and coordinates bid openings and pre-bid conferences. Makes adjustments to purchase orders within the purchasing system as requested by departments.
  • Performs month end and fiscal year end closing of purchase documents via the HTE purchasing system.
  • Coordinate and conduct request for proposal meetings. Coordinate with City departments to collect proposal scoring and cost analysis for each request for proposal.
  • Coordinates with departments for proposal scoring and cost analysis.
  • Prepares statistical reports that identify savings and efficiencies in the procurement process.
  • Assists Purchasing Manager in the development of procurement policies and procedures, and training instruments. Assist with end user training in procurement process, rules, and regulations.
  • Prepare/process correspondence for proposal advertisement notification, award/reject notifications, and coordinate with City departments regarding procurement of those awarded goods/services.
  • Acts as point of contact for all formal solicitations during procurement processes.
  • Serves as administrator to City price agreements/ contracts for tangible/personal property, services, etc. Issues contract modifications, pricing updates, contract renewal/extensions, and acceptance/cancellation correspondence.
  • Compiles/verifies contractor licensing information and commodity listing information as needed.
  • Responsible for coordinating and conducting capital projects solicitations for design, construction, and construction management while ensuring that procurement policies and procedures are followed properly.
  • Works closely with project teams in developing detailed, complex specifications and contract documents, will conduct solicitation.
  • Conducts committee review of all RFP responses, recommend award, and process award documents.
  • Responsibilities include equipment acquisition, contracting for professional services, design and/or construction services, business agreements, capital and operating leases, maintenance services, consulting and personal services.
  • Advises City departments and the general public/contractors on origin of procurement transactions, and specific questions of policy, contract law, employment law, and technical references.

Physical Requirements and Working Conditions

Daily activity level: Primarily sedentary

Physical characteristics: Job requires oral and aural communication; Job requires reading and comprehension of written materials; Job requires normal vision; Keystroking or repetitive motion of hands/fingers/arms; Involvement in verbal or physical confrontations; and Lifting/carrying/push/pull up to 40 lbs.

Exposures: None

Extraordinary working conditions: None

Hazardous equipment/machinery used: None


Required personal protective equipment: None

If you need an accommodation for a disability that would enable you to apply or interview for this position, please contact the Human Resources Department at 505-891-5011 (fax: 505-891-9183).


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