Procurement Officer bei City of Danville, VA

About the Department

Assists Director in planning, coordinating, and administering the procurement of goods and services for the city; prepare quotes, formal bids, and proposals; managing contracts; maintain a knowledge of the Virginia Public Procurement Act and advise updates/changes to the Danville Procurement Code; administer MasterCard purchasing card programs.  Serve as backup to Division Director of Purchasing; supervise Purchasing staff, perform other administrative duties as needed in support of the department and Division Director of Purchasing.

Position Duties

The essential functions of the job are not limited to those listed in the job description.  The City retains the discretion to add to or change the duties of the position at any time.

• Handles procurement of goods and services by determining best methods of procurement; preparing quotes and bids for goods, services, and construction; issuing formal bids and requests for proposals; directing preparation of orders; executing purchase orders; managing formal contracts to vendors; conducting pre-bid meetings; assisting departments with specification preparations; providing direct evaluation of quotes and bids; assisting users on vendor issues; working with accounting to resolve invoicing issues; and researching products and best practices.
• Assists in managing Purchasing operations by supervising the Purchasing personnel; and assisting with preparing and monitoring budgets for the division’s operations.
• Orders and places purchase orders by analyzing the requests and issuing quotes or bids for procurement; reviewing competitive quotes or bids to determine low bidder; issuing purchase orders to vendors by attending pre-bid meetings; and expediting purchase orders with vendors.
• Administers MasterCard program by administering and directing issuance of cards and changes to user setups; monitoring all card purchases; and downloading and approving all billing for card usage.

ADDITIONAL DUTIES 

• Handles surplus property disposal by determining the best methods of disposal; and administering and monitoring electronic surplus auctions.
• Assists in coordinating liability claims with VML Insurance Programs by ensuring proper filing of claims with VML; communicating with claimants; supplying information to VML as requested; and determining status and nature No-Fault payments.
• Attends meetings and training sessions.
• Performs additional duties to support operational requirements as assigned.

Minimum Qualifications

Education and Experience

Bachelor’s Degree, with knowledge in a general professional or technical field, and at least three years’ experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses 

Job Knowledge 

Advanced knowledge of the subject matter. Complete comprehension of the subject area to solve common and unusual problems, able to advise on technical matters, and serve as a resource on the subject for others.

Reading

Advanced:  Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing

Advanced:  Ability to write editorials, journals, speeches, manuals, or critiques.  

Math

Advanced:  Ability to apply fundamental concepts of theories, work with advanced mathematical operations methods, and functions of real and complex variables.

Communication Skills 

Recommendations regarding policy development and implementation are made and/or recommended.   Contact may involve support of controversial positions or the negotiation of sensitive issues or important presentations.  Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction.

Independence and Decision-Making 

Normally performs the duty assignment with substantial discretion and within broad parameters defined by general organizational requirements and accepted practices.  Overall results determine job performance.

Technical Skills

Work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization-wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.

Fiscal Responsibilities 

Assists in oversight of budget preparation of a division or department budget.  Reviews and approves expenditures of significant budgeted funds for the department or does research and prepares recommendations for organization-wide budget expenditures.

Supervisory Responsibilities

Supervises and monitors performance for a regular group of employees or department. Provides input on hiring, discipline, work objectives/goals, performance evaluation and work assignments.  Typically, a first line supervisor.

Other Qualifications

PHYSICAL DEMANDS

• Medium physical effort, exerting 20-50 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly.
• Constant adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
• Frequent standing, sitting, walking, reaching, handling, fine dexterity, twisting, climbing.
• Occasional lifting, carrying, pushing/pulling, kneeling, crouching, bending.
• Rarely crawling, balancing.

NON-PHYSICAL DEMANDS 

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.  
• Regular and predictable attendance is expected.
• Frequently experiences time pressure, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work.
• May occasionally experience emergency situations.
• May rarely experience irregular work schedule/overtime, noisy/distracting environment.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE

Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT

This work is performed in an office environment where there are no environmental or health and safety factors.  The employee must wear appropriate protective equipment as apparent or assigned, if any.