Purchasing Specialist ID - 15381
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Nature of Work
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Under limited direction, the Purchasing Specialist provides support, assistance, facilitation and coordination of purchasing efforts to ensure effective and efficient procurement services for City operations.
Environmental FactorsWork is performed in a standard office environment.
Physical FactorsLight physical demands. Frequent use of a personal computer.
Work Situation FactorsPosition involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.
FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.
Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.
Full-Time; Regular; Non-exempt.
This position is graded at RN10 -
Duties and Responsibilities
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- Supports, assists, and participates in procurement services for the City departments and operations; provides administrative services to ensure efficient and effective purchasing activities.
- Provides specialist administrative support to the Buyers and Purchasing Manager; assists with the publishing of solicitations and associated addenda, schedules procurement review and evaluation meetings, and prepares associated evaluation documents.
- Reviews proposal documents for compliance and prepares references, creates bid documents and updates procurement and contract tracking logs; assists with bid openings, solicitation inquiries.
- Facilitates and supports the functioning of the Selection Advisory Committee by coordinating the member selection, scheduling meetings, and participating in the preparation and distribution of evaluation documents and agendas.
- Assists City staff with procurement related questions/issues; provides guidance to correct any non-compliance issues; resolves issues related to purchase orders, requisition entry and invoice receiving; issues procurement file numbers and creates electronic folders.
- Responds to internal and external inquiries regarding the vendor application process; processes vendor file updates and reviews vendor documentation for compliance; inputs new vendor files and issues tax exempt forms.
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Minimum Qualifications
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Equivalent to an Associate Degree in Pre-Business, Accounting, Business Technology, or related field PLUS two (2) years of experience performing procurement-related functions. A combination of education, experience, and training may be applied in accordance with City of Las Cruces personnel policy.
Licenses/Certification(s)
Valid driver’s license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies.
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Knowledge, Skills, and Abilities
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Knowledge of: principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; City organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.
Ability to: perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives.
Skills in: reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures; effectively managing assignments; responding to inquiries timely and within the scope of delegated authority; responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions; effectively working independently, or as a team member, in various environments with changing priorities; preparing and presenting various reports, documents, forms, and correspondence; researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating appropriate and effective interpersonal communication and conflict resolution skills; performing highly effective support in assigned areas.
