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City of Bellevue: Procurement Specialist

JOB SUMMARY

Performs routine and complex clerical work in coordinating the City's formal bid process and all "Request for Proposals" (RFPs); manages project retainage payment process. Assists with general purchasing activities related to City purchase orders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinates formal bids and RFPs by reviewing specifications, scheduling opening dates, arranging advertising, and maintaining files.
• Maintains and edits standard forms used in bid/RFP specifications.
• Deposits money received from the sale of bid specifications.
• Administers retainage contract files; maintains documents and authorizes release of retainage upon receipt of all required documentation from the administering department.
• Prepares purchase orders and requisitions for division.
• Maintains vendor file for purchase order system by checking addresses on invoices and some follow-up with vendors.
• Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories; complies data for internal reports.
• Approves invoices for payment; prepares checks.
• Maintains a variety of material, supply, equipment, and other lists of items required by the City government; maintains lists of vendors supplying said items.
• Checks all invoices to insure correct price, follows-through to insure that materials ordered have been received and examines condition of materials received.
• Interviews vendors in person or by telephone to obtain information relative to product, price, ability of vendor to produce product, service and delivery date.
• Keeps records pertaining to items purchased, costs, delivery and prepares monthly reports.

SUPERVISION RECEIVED AND EXERCISED

Works under the supervision of the Administrative Services Manager (Finance Department).

No formal supervisory responsibilities.

EDUCATION AND EXPERIENCE REQUIRMENTS

Graduation from high school or GED equivalent.

Four or more years of responsible related experience in general clerical skills with some bookkeeping and accounting skills.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment; working knowledge of the laws and ordinances governing the purchase of goods and services; working knowledge of personal computers including word processing, database, and spreadsheet applications.

Ability to analyze and process purchasing requisitions and vouchers and make purchasing decisions accordingly; ability to maintain complex purchasing and inventory records; ability to establish and maintain effective working relationships with employees, other departments, vendors and the public; ability to communicate effectively, orally and in writing.

Ability to listen and ascertain the needs of customers; ability to find and communicate accurate information concerning process, policies and procedures to customers; ability to respond to customers tactfully and courteously.

PHYSICAL DEMANDS

The physical demands and work environment 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.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.