Procurement & Contract Specialist na City of Kennewick, WA

About the Department

CORE VALUE STATEMENT
The City of Kennewick will provide excellent public service and ensure the safety and wellbeing of our community and one another through the empowerment of each employee.  We value integrity, inclusiveness, stewardship and communication.   We are accountable to our community for innovative and collaborative efforts that anticipate needs, leverage resources and deliver solutions. 

SAFETY STATEMENT
We expect our employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and by the City’s Accident Prevention Plan.  This includes but is not limited to actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers.  Leading by example to promote a positive culture of workplace safety through everyday action; emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.

CLASSIFICATION SUMMARY
Under general supervision of the Director or designee, must have the initiative and skills necessary to  perform all levels of  procurement and contracting duties for the City including bids, quotes, requests for proposals, contracts, research and analysis of a wide variety of commodities, construction and services for the City and collaborative partners at multiple organizations.  Duties require evaluating specialized and high dollar value procurement subject to competitive bidding, contracts, negotiating, and other formal purchasing requirements and procedures. This is a single level classification and is not part of a series.

WORK SCHEDULE 
The initial work schedule for this classification will be full-time, Monday through Friday.  Early mornings, evenings and weekend work may be occasionally required.  Overtime may be occasionally required.  This classification is non-exempt under the FLSA.

Position Duties

The following list reflects the essential job duties and responsibilities of this classification, but should not be considered all-inclusive.   The incumbent will be expected to perform other related duties as apparent or assigned.                                                                                   

• Support the mission and goals of the City in serving our customers and foster a positive environment by personally choosing behavior aligned with our values and rules of conduct.
• Professional customer service using verbal, electronic and written communication with co-workers, City staff and vendors to provide routine assistance.
• May support, participate and coordinate in collaborative procurement efforts involving sharing of staff and resources between multiple agencies.
• Purchase and contract for a variety of technical and non-technical materials, services and construction projects as required for City operations. 
• Develops, conducts and manages solicitation methods for complex procurements and projects by determining the appropriate solicitation type.
• Reviews and writes scope of work and specifications; prepares advertisements; assists with pre-bid conferences/meetings and conducts bid openings. 
• Reviews and analyzes solicitations for best value, responsiveness and recommendation for award.
• Responsible for the procurement process from creation of solicitation to contract closeout, assuring coordination with the project manager that documentation requirements and general conditions of the contract are adhered to.
• Performs contract administration functions, drafts amendments and change orders.
• Creates unique procurement documents and/or methodologies to address special project needs.
• Assists in developing scope of work, technical specifications, contract terms and conditions.
• Oversees the evaluation process and coordinates among evaluation team members and vendors.
• Evaluates and makes recommendations when bid and contract issues arise.
• Understands and applies procurement concepts, policy, State and Federal laws and regulations pertaining to solicitations and contracts. Consults with legal counsel as required.
• Evaluates and makes recommendations for changes to policy, processes, bid and contract terms and conditions in accordance with policy, good business practices and statutory requirements.
• Maintains, creates and updates procedural documents, policy, bid and contract templates.
• Identifies and recommends new cost savings strategies from research and value analysis.
• Assists in the preparation of the budget for departmental programs by providing data analysis, estimates, recommendations and projections.
• Manages the copier, cellphone, uniform, surplus disposal and other programs serving all City departments. Oversees strategic planning, budgeting, coordination and maintenance of records, in a manner most advantageous to the City. May direct the work of others to accomplish.
• Coordinates with departments to identify and consolidate contracting opportunities.
• Provides information, training and guidance to staff, vendors and public on procurement procedures and policies and software use.
• Processes invoices and coordinates invoice payment procedures with accounts Payable to improve methods, flow of paperwork and other pertinent procedures.
• May attend and make presentations at public meetings, trainings and represent the City with regard to procurement topics and issues.
• Expedite overdue or delayed orders; coordinate with vendors to resolve product, pricing or delivery discrepancies.
• Compile information and prepare reports as required.
• Maintain accuracy and an organized work flow in a team and self-directed environment inherent with interruptions and changing priorities.  May coordinate or direct the work of others.
• Develop and maintain a variety of files and records of bids, contracts, products, purchases, vendors and related information.
• Lead the functional aspects of software and hardware systems used in managing daily work activities, inventory and order fulfillment by downloading reports updating systems and supporting the technical requirements of the systems.  Performs other duties as assigned.

Minimum Qualifications

This position requires Bachelor’s degree in business, accounting, finance, or related field and two years of increasingly responsible experience in purchasing/buying environment, or any combination of relevant education and experience sufficient to demonstrate the knowledge, skills and abilities to perform the duties listed above.

• Must pass a criminal background investigation.
• Must maintain a level of mental and physical fitness required to perform the essential functions of this classification.

Physical Requirements
To perform the essential functions of the classification, incumbents must be able to meet the following physical requirements: must regularly talk, hear/listen, see/observe, sit, stand and walk; must regularly demonstrate fine motor skills; must occasionally exert up to 10 pounds of force. 

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