2E08
DEPARTMENTAL PROCUREMENT SPECIALIST

This is centralized procurement work directing the processing of a large volume of procurement transactions for a City department which maintains city-wide geographically based industrial or field facilities. Work includes reviewing and approving a large volume and variety of departmental requisitions, proposals and petty cash requests, and determining cost efficient methods of procuring various commodities and services required by the department. An employee in this class serves as a department's liaison to the Procurement Department, establishes work relationships and resolves a variety of procurement problems through contact with the central procurement agency and departmental officials. The position in the Automotive Equipment Specialty has additional responsibility for the establishing the same working relationship with the central fleet management agency. Work may involve supervising subordinate personnel engaged in general administration and in the maintenance of the department's computerized requisition record and tracking system. Work is performed under the general direction of an administrative superior

1. The position must perform centralized procurement work directing the processing of a large volume (several hundred annually) of procurement transactions for a department that maintains city-wide geographically based industrial or field facilities.
2. The number of positions that will be allocated to a department will be determined by the size and complexity of the department’s Class 300 and Class 400 budgets.
3. Only one position will be allocated to the Automotive Equipment Specialty for departments with fleets requiring the employment of at least 100 full-time vehicle equipment operators.

Receives requisitions and/or petty cash requests from the Department's field locations; reviews requisitions and/or petty cash requests for content and conformance to City and departmental procurement policies and procedures; determines the most cost efficient method of procuring commodities and services; may represent department at trade shows, conferences and other public forums working on procurement matters.

Reviews requests for compliance with budgetary approvals; distributes bid invitations, purchase orders and copies of conformed contracts to departmental personnel; prepares reports of meetings and conferences including pre-bid and post-bid awards.

Participates in long range purchase planning and analysis to simplify and standardize service and commodity types and to reduce individual fiscal year procurement costs; performs vehicular fleet rehabilitation and procurement planning and analysis; maintains a computerized schedule of expected rehabilitation, procurement, or trade-in of vehicles and operational support equipment.

May supervise subordinate personnel engaged in computer entry, retrieval and maintenance of an internal requisition record and tracking system; provides technical guidance and sets work priorities; performs requisition data entry for purchasing requests, and retrieves information to determine the progress of purchase order and payment voucher activities; refines the Department's internal computer system of requisition, purchase order, and payment voucher record maintenance and tracking; implements new computer procedures and presents training seminars to field personnel.

Serves as the Department's liaison to the Procurement Department; coordinates the City's procurement policies, procedures, and regulations with those of the Department; determines cost efficient methods and approaches to departmental procurement requests that will reduce the amount of purchase orders generated by the Procurement Department; confers directly with Procurement Department officials and designees regarding procurement policy, procedures and major procurement problems.

May serve as the Department's representative to the City's Minority Business Enterprise Council; compiles and maintains a list of minority-owned businesses; confers with the Minority Business Enterprise Council in referring and identifying minority-owned vendors who can supply the Department's required services; encourages minority vendors' participation in the City's bidding and contracting program.

Reviews the Department's internal procurement methodologies, policies and procedures; discusses improvements with supervisor; implements and trains field personnel in new procurement methods, policies and procedures.

GENERAL SPECIALTY

Recommends purchasing seasonal items in the off-season when items cost less; recommends apportioning purchases of selected items between two fiscal years to reduce procurement costs; combines requisitions containing requests for common use items; recommends approval or disapproval of requisition and petty cash requests; submits requisitions to superior for signature; approves requests for confirmatory and emergency orders, advice of change, and orders and bills transactions; resolves a variety of procurement problems through contact with the Procurement Department, Finance Department, internal departmental officers as well as operating departments; participates in conducting stores and user surveys to identify the Department's common use commodities and services;

AUTOMOTIVE EQUIPMENT SPECIALTY

Serves as the departmental liaison to the central fleet management agency; prepares specifications for automotive equipment; generates purchase orders for automotive rental equipment.

Performs related work as required.

KNOWLEDGE OF:
• the principles, practices, methods and techniques of procurement processing as applied to a centralized, departmental or specialized procurement operation
• municipal requisition, purchasing, and bidding and contract award policies and procedures required by the assignment
• the laws and regulations governing the purchase of municipal services and commodities
• the markets, market practices, pricing methods and cost efficient options as they apply to procuring required departmental services and commodities
• computer system operations and software including databases, spreadsheets and word processing applications used for requisition record maintenance and tracking systems in procurement processing
• the practices, methods and techniques of long range purchase and inventory planning and analysis
• standard accounting procedures as they apply to payment voucher transactions
• standard business practices and purchasing principles
• the nature and use of a variety of automotive vehicles for the Automotive Equipment Specialty
ABILITY TO:
• learn various organization contacts and work flow systems both within and outside of the department in which the position is located
• learn affirmative action and equal opportunity laws as they apply to minority and female vendors
• serve as the Department's liaison to the Procurement and Finance Departments for the General Specialty
• serve as the Department's liaison to the central fleet management agency for the Automotive Equipment Specialty
• evaluate, interpret and approve a variety of purchasing requisitions, specifications and petty cash requests
• determine the most cost efficient procurement method in the purchase of required departmental services and commodities
• evaluate departmental procurement policies, procedures and computer requisition record maintenance systems, and recommend and implement measures to improve their operation
• exercise judgment in response to sensitive equal opportunity issues generating from concerns of minority and female vendors regarding the City's contract bidding and award process
• gather and analyze a variety of facts
• plan, assign and review the work of subordinate personnel engaged in computer record maintenance and payment voucher accounting
• maintain effective working relationships with vendors, internal departmental officials and personnel, and other City department and agency officials
• present ideas effectively, both orally and in writing

EDUCATION

Completion of a high school degree program.

AND

GENERAL SPECIALTY

GENERAL EXPERIENCE:

Two years of specialized clerical experience in procurement, accounting, budget, fiscal or contract drafting and processing services in a large department or government agency.

AND
SPECIFIC EXPERIENCE:

Two years of paraprofessional procurement experience, equivalent to pay range 13 or above, or four years of specialized procurement experience, equivalent to pay range 11 or above, which has included responsibility for preparing and processing requisitions, purchase order requests and small bid purchases, or responsibility for contract processing for a department-wide function.

NOTE: City classes which typically meet the pay range 13 specific experience requirements are Inventory Control Technician, Contract Clerk, Stores Manager, Stores Supervisor, Inventory Field Agent, Administrative Technician and Clerical Supervisor 2. City classes which typically meet the pay range 11 specific experience requirements are Clerk 3 and Procurement Advertising Assistant

AUTOMOTIVE EQUIPMENT SPECIALTY

SPECIFIC EXPERIENCE:

Four years of experience in the automotive mechanic trade.

OR
BOTH SPECIALTIES

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included the Specific Experience mentioned above.

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.