Procurement Services & Programs Specialist

This position is open until filled with first review of applications scheduled for Thursday, March 17, 2022.  This position is currently open to the public, however priority will be given to any City of Benicia employees who are in the Benicia Supervisors & Professionals Association (BSPA).
The Procurement Services and Program Specialist (PSPS) receives general direction from the Assistant  Finance Director and is responsible for planning, organizing, directing, and operating the purchasing/risk functions located within the City’s Finance Department.
DISTINGUISHING CHARACTERISTICS:
This position will be an integral part of the development, implementation, and administration of purchasing policies, protocol, and procedures, as well as managing  some aspects of the day to day functions of the City’s risk management program (excluding Worker’s Comp and employee risk management programs), and managing a variety of key city owned leased assets (real property and equipment).  Duties include providing training, guidance, and assistance to operating departments through implementation of City-wide purchasing policies, procurement, and the informal and formal bid processes.
REPRESENTATIVE DUTIES / QUALIFICATIONS:


Successful candidates will possess demonstrated knowledge and abilities of:
Management and coordination of municipal purchasing and contracting functions
Development and administration of municipal purchasing policies, protocol, and procedures
Procurement Card Administration
Contract administration methods and procedures
Effective report writing requirements and techniques
Principles and practices of effective supervision
Knowledge of municipal risk management programs
Effective program and project management skills 
Lease and/or Property management procedures 
TYPICAL TASKS:
Duties may include, but are not limited to the following:
 
 1. Recommends draft policies, procedures, and controls; implements and administers approved policies and procedures; oversees the City’s purchasing function including the contracting process and procedures.
 
 2. Provides training to department personnel in purchasing of services and goods, inventory management and controls, and contract management and controls.
 
 3. Conducts and supervises internal reviews for compliance with City policies, practices and procedures related to procurement, contracting and contract management; advises all departments on purchasing and inventory policies and consults with Department staff on anticipated requirements for special materials or equipment where large expenditures are required.
 
 4. Evaluates city-wide purchasing operations and activities and makes recommendations including draft policies and procedures to achieve improvement in quality and quantity of services to all departments while maintaining appropriate internal controls and/or cost-effectiveness; reviews files and management data to identify problem areas in purchasing policies and procedures.
 
 5. Assist in the development of the City’s risk management program; managing the day-to-day functions of the program including vendors and technology to support the program.

 6. Manage the requirements of specific leases related to City owned property.
 
 7. Manages the receipt, examination and processing of departmental requisitions; ensures completeness and compliance with specifications, current applicable laws, regulations, City policy, procedures and standards; coordinates and prepares bid specifications and other necessary documents related to the purchase of services, supplies, materials, and equipment.
 
 8.Provides recommendations and resolution to the most complex issues; negotiates with vendors to resolve conflicts; follow-ups with suppliers to reconcile delivery, quality, pricing, accuracy and other problem which may arise; coordinates with Accounts Payable staff.
 
 9. Coordinates with industry associations, and local and State agencies to implement approved joint purchase arrangements and cooperative purchasing programs.
 
10. Performs related duties as assigned.
 
 Knowledge of:
 Principles and practices of purchasing and contracts as related and applied to a public agency
Pertinent local, State and Federal laws, ordinances and rules
Purchasing, contract and reporting requirements for State and Federal grants 
Purchasing methods and procedures and the techniques of specification writing
Methods and techniques utilized in grading and analyzing the quality of supplies, materials, equipment and services
General accounting principles and practices as they relate to contract management
Principles and practices of supervision, organization, administration, budget, and personnel management
Computerized purchasing, finance, and inventory systems
Principles and practices of excellence in providing customer service, both to internal and external customers.
Municipal government risk management programs
Insurance requirements and insurance compliance tracking systems
Lease management and negotiation
 
Ability to:
Develop and implement purchasing policies and procedures
Plan, organize and coordinate the work of the purchasing function
Interpret and explain pertinent City policies and procedures including new or revised procurement policies, procedures, and processes
Provide and present verbal and written direction and advice to a wide variety of people; build productive on-going working relationships with vendors and user departments
Gather, synthesize, summarize, and analyze abstract information
Make recommendations regarding appropriate use of contract and/or agreement forms within established guidelines
Recommend changes to contract templates and implement changes
Effectively communicate and coordinate legal reviews
Review purchasing processes and recommend areas for improvement
Prepare bid specifications and analyze bids
Manage deadlines, program, and contract deadlines 
Identify operational problems and take corrective action
Evaluate quality and price of products to judge suitability of goods and alternatives offered
Provide lead direction and training to others
Establish and maintain effective and accurate records
Utilize a personal computer and software
Communicate clearly and concisely, orally and in writing
Prepare written documents for an audience including managers, executives, and the general public
Interpret and explain City purchasing policies.
QUALIFICATIONS:
A typical way to gain the knowledge, skills and abilities required for Purchasing Services and Program Manager would be:
 
 Education:  Equivalent to a Bachelor's Degree in Public Administration, Business Administration or a closely related field.  Possession of a certificate in Purchasing Management from a nationally-recognized organization is highly desired.
 
 Experience:  At least three (3) years of progressively responsible professional purchasing experience which include contract administration, and development of formal specifications and sources of supplies.  Public sector purchasing and risk management experience is preferred.