Purchasing Specialist at Medford Water Commission (OR) – Medford, Oregon

Medford Water is recruiting a skilled professional to join our Finance team as a Purchasing Specialist.

Under general direction, the Purchasing Specialist is responsible for transparency and integrity of materials and services, public solicitation and centralized procurement processes. Coordinates all aspects of contracts, including preparing, revising, negotiating, examining, and analyzing documents. Typically, contracts will involve the purchase of materials, supplies, and services. Responsible for negotiation with vendors on terms, prices, and deliveries using knowledge of budget and schedule requirements for the Medford Water Commission. Responsible for management of insurance general liability, auto, property, and equipment claims.

Essential Duties:

Coordinates, conducts, and administers all public notice RFQ, RFP, and ITB solicitations through the award process following the MW Contracting & Purchasing Regulations as well as the Oregon Revised Statues. Establishes and maintains vendor contracts for all MW service requirements. Maintain purchasing policies and ensure compliance by working with all departments within the organization. Develop new supply sources where vendors are inadequate. Examine bids, publish bid tabulations, and make awards. Establishes account/credit and terms. Negotiates blanket purchase orders when appropriate and monitors cost during the period. Utilizes cooperative purchase agreements for public procurement as needed. Comply with corporate guidelines on business ethics. Active Communication and Respectfulness of co-workers and the public are skills required for this position, as are incorporating Medford Water Commission Values into daily activities.

Competencies

Organizational Excellence, Communication Proficiency, Technical Capacity, Ethical Conduct, Collaboration, Time Management, Leadership, Business Acumen and Decision Making

• Knowledge of procurement principles and practices, competitive bidding requirements and exceptions, including alternative contracting methodologies
• Oversee the bidding process, assists in determining the procurement approach
• Adheres to purchasing policies, processes, and procedures
• Uses knowledge of material work planning and methods engineering processes and procedures to coordinate product deliveries
• Research and evaluates vendors, suppliers of products and services, makes recommendations
• Checks requisitions for appropriate approval and account numbers
• Trains users in all departments regarding requisitioning and contracting processes
• Participates in semi-annual physical inventories
• Maintains centralized listing of all active contracts for all departments as well as hardcopy files
• Collaborate with Legal Department regarding any potential contracting issues
• Works with the receiving department to ensure proper supplies arrived
• Traces delinquent arrivals from purchase orders
• Negotiates and administers vendor contracts, analyze price proposals and other data/ information to determine reasonable prices
• Monitors state law related to Purchasing, recommends changes in policy
• Maintains Business Processes for procurement and contracting
• Maintains all vendor insurance information
• Monitors and maintains local vendor charge accounts for all departments
• Follows all published retention schedules for procurement and contracting documents
• Follows environmental and safety regulations and acts in compliance with laws
• Performs other related duties within job scope as assigned

Knowledge of purchasing and contracting principles, office management principles, project management principles, continual improvement principles, research principles, data processing principles, record keeping principles, customer service principles, budgetary principles, inventory maintenance principles; Skill in drafting complex written documents, analyzing regulations, event organization, operation of various office equipment; Ability to perform effectively under pressure, work independently, maintain flexibility in meeting changing requirements and deadlines, exercise discretion in handling confidential and sensitive matters; Ability to express self clearly, concisely, orally, in writing, and to establish and maintain effective working relationships with co-workers, contractors, and the public; Ability to follow established Medford Water Commission policies and procedures. The ideal candidate actively communicates, enjoys both independent work and interdepartmental collaboration.

Completion of two (2) years of college with an Associate’s degree in business, finance, accounting or other related field, two (2) years of related purchasing and/or contracting experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of position such as listed above. Two or more years of municipality experience preferred. Valid Oregon Driver’s License and acceptable driving record. Ability to obtain and/or possess licenses/certifications related to role. Scope: 75% Contracting, 20% Purchasing, and 5% Insurance and other work.

This position operates in a professional office environment. This role routine uses standard office equipment such as computers, phones, photocopies, filing cabinets and fax machines. Positions in this class typically require repetitive motions, reaching, sitting, standing, walking, fingering, grasping, talking, hearing and vision. Light work: Exerting up to 25 pounds of force occasionally, and/or 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.