The Procurement Specialist is responsible for overseeing and coordinating the City’s purchasing and procurement functions in accordance with municipal policies, state and federal regulations, and best practices. This position plays a key role in managing competitive bidding processes, vendor relationships, purchase order workflows, and surplus asset disposal activities. The Purchasing Specialist ensures transparency, accountability, and efficiency in the City’s procurement activities. The role requires strong organizational skills, professional judgment, and the ability to communicate effectively with internal departments, vendors, and the public.

Essential Functions

• Administer and manage the City’s procurement and purchasing activities, including competitive bids, quotes, RFPs, and RFQs.
• Develop, prepare, and issue Invitations to Bid (ITBs), Requests for Proposals (RFPs), and other solicitation documents in compliance with applicable laws, regulations, and procurement policies.
• Coordinate and conduct the competitive bidding process, including advertising solicitations, hosting pre-bid meetings, responding to vendor questions, and ensuring fair and transparent evaluation of submissions.
• Review bid responses for accuracy, completeness, and compliance with specifications; prepare bid tabulations and evaluation summaries for leadership or governing body approval.
• Monitor and maintain records of all procurement activities to provide audit trails and ensure adherence to state and local purchasing requirements.
• Coordinate all bid and proposal processes from advertisement to award, including correspondence with bidders, bid tabulations, and public openings in compliance with applicable procurement laws.
• Prepare and review purchase orders for accuracy, compliance, and budget authorization; ensure timely processing and distribution.
• Ensure all purchasing activities align with the City’s purchasing ordinance, policies, and procurement thresholds.
• Collaborate with department staff to support and train on procurement procedures and purchasing systems.
• Manage surplus property and asset disposal processes, including coordination with Inventory and Logistics Specialist and Warehouse staff and use of platforms such as GovDeals.
• Maintain documentation and audit trails for procurement and asset disposition activities.
• Monitor vendor performance and address any contract or service delivery issues.
• Identify opportunities to enhance purchasing efficiency, cost savings, and process improvements.
• Provide regular reporting and updates to Finance leadership regarding procurement activity and policy compliance.
• Support audits, budget development, and compliance reporting as needed.
• Maintains compliance with established records retention practices by organizing, safeguarding, and disposing of records in accordance with applicable policies, procedures, and legal requirements.

Knowledge, Skills, and Abilities

• Strong knowledge of public procurement regulations and best practices.
• Familiarity with state and local government purchasing laws and ethical standards.
• Proficient in the use of financial and procurement software systems.
• Excellent organizational skills with strong attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and work collaboratively across departments.
• Strong vendor negotiation and relationship management skills.
• Knowledge of asset disposal procedures and online auction platforms (e.g., GovDeals).

Required Education, Experience, Licensing, and Certifications

• Bachelor’s degree in business administration, finance, supply chain management, public administration, or a related field.
• Minimum of three (3) years of progressively responsible experience in purchasing, procurement, or contract administration. Experience in a government or public agency setting preferred.
• Must have or obtain within 12 months of hire a state purchasing or related national certification, such as CPPO, CPPB, or certifications through NIGP, MTPPA, ETPA, NASPO, ISM.

This position recruitment closes at 12:00 noon EST, Friday, November 21, 2025.