Procurement Specialist II - Austin Financial Services

About this role

About This Position  

Who We Are: Our department provides a variety of financial services and programs. Austin Financial Services (AFS) serves residents, vendors, and City departments.

Our mission is to serve as a trusted steward of public resources with integrity and accountability to ensure a fiscally sound city.

Our staff supports a wide variety of financial processes, including preparing the annual budget and annual fiscal report, procurement processes, franchise agreements, real estate transactions, and overseeing the City’s investment portfolio and debt management.

As an internal support function within the larger City organization, AFS is proud to serve and act as a leader in financial management to its partner departments.   Job Description: Procurement Specialist II

Purpose: Under general supervision and within their delegated procurement authority, this position will perform a variety of procurement services to their assigned department customers including limited formal and informal source selection services, contract monitoring and contract administration services, limited buying and category management services, and a range of advisement and technical support services in these same areas.

Duties, Functions and Responsibilities: Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned. • Performs source selection and contract formation services including informal solicitations such as Requests for Quotations (RFQ), issues purchase orders and single transaction contracts under the State’s formal threshold, participates under cooperative contracts. Performs limited formal solicitations above the formal threshold including Invitation for Bids (IFB), and supports senior staff in the performance of other formal source selection methods.

• Performs contract management and contract administration services including order monitoring for delivery orders, purchase orders, and single transaction contracts; contract compliance monitoring for project contracts and term master agreements; and contract administration services for assigned contracts.

• Performs advisory and technical support services to assigned department customers, current and prospective contractors, and members of the public on a variety of procurement activities including procurement cards, delivery orders, purchase orders, informal source selection processes, limited formal source selection processes, master agreements, order monitoring, participating under cooperative contracts, contract management and administration, and category management.

• Performs, as necessary, limited buying services including purchases using a procurement card; issuing delivery orders for non-competitive releases under existing master agreements; and issuing purchase orders for non-competitive buys under the State’s informal threshold.

• Supports, as necessary, senior staff in category management of one or more groups of similar and/or related contracts as assigned; develops and maintains product, service, and contractual expertise within assigned categories; and develops and maintains market intelligence within assigned categories.

Responsibilities - Supervisor and/or Leadership Exercised: None

Knowledge, Skills, and Abilities: Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed. • Knowledge of public purchasing practices and techniques.

• Knowledge of applicable procurement statutes, ordinances, and codes.

• Knowledge of accounting and budgeting process as it relates to purchasing transactions.

• Knowledge of contract law, terms, and conditions.

• Skill in buying procedures, purchase orders, delivery orders, and the use of purchasing cards.

• Skill in informal and limited formal source selection processes including price competition.

• Skill in contract management and contract administration processes.

• Skill in computes applications including spreadsheets, databases, and word processing software.

• Skill in establishing and maintaining good working relationships with other City employees and the public.

• Skill in effective oral and written communication.

• Skill in exercising good judgment, tact, and diplomacy.

• Skill in using automated purchasing systems.

• Ability to resolve routine and limited formal contract disputes.

Minimum Qualifications: • Graduation with a Bachelor’s degree from an accredited college or university, plus two (2) years of experience in a related field.

• Four (4) years of applicable work experience may be substituted in place of the minimum education requirement.

Licenses and Certifications Required: • None

Preferred Qualifications: • Experience establishing customer contract requirements and negotiating contracts

• Experience with public sector procurement and contract management best practices

• Demonstrated skills in managing multiple high-priority tasks with competing deadlines

• Effective communication verbal and written skills, such as communications with vendors, clients, and contract negotiation

• Demonstrated attention to detail

• Ability to travel to more than one work location

  Notes to Candidate: Position Overview: Under general supervision and within their delegated procurement authority, the Procurement Specialist II will use Invitation for Quotes and Invitation for Bids to source products and services to create both single transaction contracts and recurring Master Agreements for the Industrial/Maintenance, Repair and Operating and General Goods categories. This position will be responsible for monitoring, administrating and managing contracts for products and services from the initial drafting stage through contract closure. This position will provide advisory and technical support services to assigned department customers,

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