Procurement Specialist I

JOB SUMMARY

Under general supervision, the Procurement Specialist I shall process requisitions and purchase orders for City Departments. Purchases standard and nonstandard off the shelf items and materials for the warehouse and print shop and provides a variety of print services to the City.

PRINCIPAL DUTIES AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. 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:

• Prepares, processes, and reviews purchase orders and requisitions for proper format, punctuation, spelling, and grammar.
• Creates purchase orders and attaches appropriate documents; uploads documents to vendor website as required.
• Creates and maintains new vendors within ERP system.
• Answers emails and phone calls from vendors and City staff regarding procurement processes and items stocked in the warehouse.
• Fills online orders for the warehouse; notifies the requester when orders are ready for pick up; issues and charges the items requested to the correct department and funding.
• Manages the MSDS sheets for all items stocked in the warehouse; manages appropriate warehouse inventory levels; stocks, cleans, and organizes warehouse shelves; runs warehouse daily report from previous day and verifies against computer system.
• Assists with online auction surplus; assists with the auction process to include preparing item listings, uploading pictures, answering questions from bidders, and marking items as picked up; coordinates disposal of surplus items that did not sell.
• Uses a variety of machinery and equipment to perform print shop functions.
• Operates a color copy machine to print manuals, brochures, business cards, reports, and Utility Office bills.
• Performs related duties as required or assigned.

PHYSICAL AND ENVIRONMENTAL CONDITIONS

Work is performed in a standard office and warehouse environment. May be required to lift, push, and pull objects.

REQUIRED QUALIFICATIONS

Education, Training, and Experience Guidelines
High school diploma or GED equivalent. Basic public procurement experience preferred.

Knowledge of:

• Applicable local, State, and Federal laws, codes, regulations, and ordinances.
• General office policies, procedures, and practices.
• Records maintenance and retention practices and procedures.
• Customer service principles, practices, and etiquette.
• Warehouse and print shop operations.

• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Organizing work and setting priorities to meet deadlines.
• Working on multiple projects simultaneously to meet deadlines.
• Typing and entering data with speed and accuracy.
• Maintaining accurate records and filing systems. Preparing clear and concise reports.
• Communicating effectively both verbally and in writing.
• Establishing and maintaining effective working relationships.
• Microsoft Office applications.