Procurement Specialist at Sitka, City and Borough of (AK) – Sitka, Alaska

The primary purpose of this position is to provide support and guidance to other municipal departments to ensure procurement practices are compliant with municipal, state, federal laws, and regulations including but not limited to leases, RFP, bids, vendor management, contracts, and selection.

Under the general supervision of the Compliance Officer, the Procurement Specialist exercises independent judgment and discretion as a professional with technical expertise to perform the position’s daily tasks and responsibilities withing the department established policies and procedures.

The Procurement Specialist assists and acts in a confidential capacity to the Compliance Officer, Finance Director, Municipal Administrator, Assembly, and other department heads who formulate, determine, or effectuate management policies.

• Supports all procurement and contracting activities such as pre-qualification, tender management, negotiation, and preparation of contracts for departments without dedicated contract staff
• Ensures leasing, contracting, and procurements are conducted in accordance with approved policies and procedures and the Sitka General Code.
• Communicates with and trains managers and employees on established procurement policies and procedures
• Review current processes for procurement compliance and make recommendations
• Maintains a comprehensive list and database of municipal contracts
• Reviews procurement strategies, policies, and processes to ensure the municipality gets the best value for goods and services,
• Identifies opportunities for savings organization-wide by centralizing purchasing where appropriate
• Manages a comprehensive list of all municipal leases and contracts with the municipality dealing with both property and equipment
• Review and track key dates, milestones, and other deadlines for leases
• Provides audit information to management
• Performs other duties as assigned
Knowledge of:
• Contract principles, procurement processes and best practices
• Requirements regarding leasing, contracting, and procurement under federal, state, and local law
• Financial office procedures, practices, and internal controls

Skills in:
• Operating a personal computer using standard software, such as Word, Excel, and Outlook, and customized financial, accounting, and auditing software
• Interpreting complex financial reports and records and analysis of financial data
• Organizing and maintaining a wide variety of records and files, including financial and legal records, both in paper and electronic form
• Prioritizing work while focusing on multiple tasks that required meticulous attention to detail

Ability to:
• Recognize and maintain confidential information
• Produce high quality work that has been self-reviewed for accuracy
• Work independently based on general instruction and in compliance with policies and procedures
• Communicate effectively with others, both orally and in writing, using both technical and non-technical language
• Understand and follow oral and written policies, procedures and instructions
• Prepare and present accurate and reliable reports containing findings and recommendations
• Use logical and creative thought processes to develop solutions according to written specifications and oral instructions
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
• Quickly learn and put to use newly acquired skills and knowledge
• Bachelor degree in accounting, finance, business administration or closely related field of study; and
• Three years of experience in procurement or purchasing roles, contracting, or lease management, in the public sector preferred; or
• Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work

• Possession of, or ability to obtain within 12 months of hire, the NIGP (National Institute of Governmental Purchasing), Certified Procurement Professional (NIGP-CPP) certification, or an equivalent purchasing or procurement certificate, for public sector preferred
Working Conditions:
• General office setting

Specific Physical Requirements:
• Operating office equipment requiring repetitive hand movement and fine coordination using a computer and keyboard on a daily basis
• Stand or sit for prolonged periods of time either in front of computer
• Occasional bending, climbing, stooping, reaching, and twisting
• Occasionally lift, carry, push, or pull objects up 50 pounds with or without the assistance of proper equipment

General Physical Requirements:
• Sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate well with other employees and the general public
• Sufficient vision or other powers of observation which permits the employee to use a computer screen and process numeric data
• Sufficient manual dexterity which permits the employee to operate a computer keyboard and access files
• Sufficient personal mobility and physical reflexes which permits the employee to move about in an office environment