Purchasing Specialist

Job Description:

Purchasing Specialist

Description

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description

SUMMARY: Under general supervision, purchases and arranges for the procurement of materials, supplies and services for the City.

ESSENTIAL FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Assists the Purchasing Division with the preparation of bid documents, including notices and instructions to bidders, specifications and the form of proposal.
• Prepares and maintains vendor and bidder lists; identifies and resolves issues regarding order errors, invoices and/or shipments.
• Prepares correspondence, forms, manuals, reports and purchase orders.
• Maintains various files; reviews requisitions; processes change orders; closes purchase orders.
• Determines the method of procurement, including direct purchase, requests for proposal, bids or other processes; prepares purchase orders and bid requests.
• Reviews requisitions; confers with vendors to obtain products or services, including price, availability and delivery schedule.
• Audits and approves/denies purchase orders prior to submittal for payment processing.
• Assists with bid opening documentation
• Works with City staff to determine appropriate specifications, sources, availability, pricing, shipping and receiving.
• Maintains procurement records, including items or services purchased, cost, delivery project quality and inventories.
• Performs purchasing card administration; maintains records and receipts for all transactions; processes and allocates funds for all transactions; works with the Purchasing Supervisor to ensure all files are complete and accurate.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:

Knowledge:

• City organization, operations, policies, and procedures.
• Local and state purchasing laws and ordinances governing purchasing.
• City codes and ordinances.
• Business and personal computers, and spreadsheet software applications.

Skill in:

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Analyzing and processing purchasing requisitions and vouchers and providing effective purchasing decisions.
• Organizing complex filing systems.
• Understanding and applying City policies and procedures, and applicable state and federal regulations.
• Explaining City policies and procedures.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS:

High School diploma or equivalent; AND three years’ experience in purchasing operations; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:

None.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed in a standard office environment. May be required to lift and carry items weighing up to 20 pounds.

Compensation Range

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.