Procurement Specialist (Buyer)

Under the general direction of the Purchasing Manager, the Procurement Specialist is primarily responsible for the purchasing of goods and services, procurement, and contract administration agency wide. Work involves regular communication with internal and external customers and clients, providing technical assistance to lower level staff, negotiation between parties, verification of availability of funds, advising management on proper allocation of funds, and input into budget development. Work may involve guidance and direction of warehousing, receiving, surplus functions, and other auxiliary functions. This is a highly professional technical position with minimal supervision involving moderate complex job duties. Individual in this position will exercise a considerable amount of independent judgment and functional authority to ensure integrity of the procurement function, proper budgetary reviews are made, and that staff is in compliance with the laws, rules, regulations, policies and procedures.

Education Required:

Graduation from an accredited four- year college or university with a bachelor degree. Area of Study (major)

Required:

Accounting or Business or Economics or Supply Chain Management or Logistics or closely related field.

Certification Preferred:

Certified Professional Public Buyer (CPPB) or Certified Public Purchasing Officer or any equivalent. License(s)

Required:

Valid Louisiana Driver's License in good standing.

Years Relevant Work Experience:

Two years of professional level procurement or purchasing experience. Certification will substitute for one year of required experience.

Preferred:

Five (5) or more years of relevant experience.

Other Job Specifications:

Thorough knowledge of purchasing methods and procedures and various grades and qualities of goods/commodities and/or services being purchased Knowledge of public buying procedures to include federal, state and municipal purchasing laws and procedures and the Uniform Commercial Code. Knowledge of automated purchasing systems. Knowledge of tabulating, evaluating, awarding and tracking procurement activities. Working knowledge of accounting principles and methods of contracting in relation to purchasing needs. Strong computer skills; must be proficient with spreadsheets, databases, and word processing software. Strong analytical and negotiation skills. Excellent communication skills/interpersonal skills. High in customer service and the ability to deal with the public with tact and courtesy. Ability to communicate effectively, both orally and in writing Ability to evaluate quality and price of products to judge suitability of goods and alternatives offered. Ability to enforce contractual obligation, negotiation and mediation, and cost/price analysis. Ability to prioritize work, meets deadlines, and performs in multi-tasking environment. Ability to interpret established rules and regulations, review work for compliance to standards, propose procedural changes and policy revisions for approval. Ability to identify issues for purchasing actions, recommend alternatives or solutions and resolve routine contractual issues. Ability to develop and maintain strong working relationships with department personnel, vendors, customers/clients. Ability to exercise good judgment, tact and diplomacy in all public dealings.

Essential Functions and Duties:

Reviews, verifies specifications and approves departmental purchase orders for equipment, materials, supplies and services. Assist with the RFP evaluation process, coordinates among evaluation team members, vendors and final contract negotiation team, and communicates with citizens, contractors and/or vendors. Assist with solicitation, reviewing and writing bid specifications, conducting bid openings, and reviewing and analyzing bids submitted by vendors for materials, supplies, equipment and services. Consults with vendors to obtain optimum pricing and availability information; maintain contact with vendors. Advise departmental staff on purchasing needs, specifications and areas of standardization. Assist with administering the P-Card and other credit card programs; monitoring electronic purchase orders. Facilitates the Purchasing Process by providing information and technical assistance to end users regarding status and purchasing policies and procedures. Maintains records of procurement transactions, files of qualified vendors and procurement policies and procedures. Performs periodic audits of purchasing office records, non-competitive purchases to ensure compliance with laws, rules, regulations, policies and procedures. Provides direction, training and guidance to staff. Resolves contract discrepancies by investigating routine compliance issues and preparing written documentation. Review, evaluate and recommend best and latest trends in Procurement. Prepare periodic reports. Perform related duties as assigned. This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties as requested by his or her supervisor. Full time, 8 hours a day, 5 days a week; occasional overtime; one hour lunch break daily, other breaks as needed.