Procurement Specialist II (Transit)

The Procurement Specialist II performs intermediate administrative and varied technical work related to the procurement of a wide variety of goods, non-professional and professional services and construction. This position will primarily provide support for the Charlottesville Area Transit's procurement needs and in accordance with City, State, and Federal (including FTA) requirements in regard to state funded construction projects. Work is performed under supervision and reports to the Procurement Supervisor or Manager, but may regularly receive direction from an Asst. Director of Transit.

The preferred hiring range for this position is between $56,309.00 - $67,805.31 annually. Starting offer is based on applicable education, experience, and internal equity. This is a full-time, exempt, position which provides excellent benefits including 13 paid holidays + 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City's retirement options, gym membership reimbursement, and continuing education/training opportunities.

• For a general summary of benefits offered by the City, please click the 'benefits' tab on this posting, or visit https://www.charlottesville.gov/1047/Employee-Benefits.
• The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. If questions pertaining to the Portability Agreement, please contact the City's Benefits Administrator at 434-970-3462.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. 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.

• Completes procurement processes using appropriate methods of procurement such as small purchase procedures, competitive sealed bidding, competitive negotiation, sole source, emergency and cooperative procurements.
• Drafts formal contracts when required per the City's Internal Contracts Management Policy.
• Ensures compliance with federal, state and local law such as the Virginia Public Procurement Act, Federal Transit Administration, City Code, grants, and other applicable law.
• Evaluates the need for citywide and department specific term contracts based on analysis and assessment of purchase history and projection of future needs.
• Manages the renewal process of City contracts including the updating of required documents such as pricing and insurance certificates. Tracks contract renewals, contract modifications, and/or contract expirations and coordinates with other buyers to ensure uninterrupted contract terms for required goods and services.
• Resolves contractual disputes, claims and terminations with the assistance of supervisor/manager or City Attorney's office as needed.
• Manages the assignment of contract's process when a business is sold, merges, restructures, etc.
• Develops and manages term contract files to include entering contract data into the City's SAP computer system, i.e. material masters for contract items and associated contract prices.
• Coordinates vendor registrations utilizing the City's vendor registration software.
• Facilitates decentralized procurement program, and reviews purchases requested by decentralized buyers/end users under the City's small purchase procedures and approves or denies contracts (purchase orders) as appropriate based on applicable procurement laws, ordinances, policies and regulations.
• Assists decentralized buyers/end users with the planning and scheduling of purchases, including the development of specifications and/or scope of work, and assist decentralized buyers/end users with Contract Administration procedures.
• Provides customer service to include assisting internal and external customers with various requests for assistance or information as needed, including Freedom of Information Act requests.
• Assists decentralized buyers/end users as needed with the various SAP purchasing and inventory transactions.
• Utilizes procurement resources to assist in making sound procurement decisions.
• Represents the City at various trade shows and outreach events and provides training to vendors on how to do business with the City.
• Conducts training for City departments on SAP purchasing functionality such as creating requisitions, purchase orders, contract purchases, receiving and the payment process.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Other Duties

• Special projects as assigned.
• May act as back-up to Procurement Supervisor.
• Performs additional duties to support operational requirements as apparent or assigned.

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• Associate degree or two years of undergraduate coursework in a related field AND 2 years of experience related to professional procurement and/or purchasing, or a related area.

OR

• High School diploma or GED AND 4 years of experience related to professional procurement and/or purchasing, or related area.

OR

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

Preferred

• Local government purchasing experience.
• Experience with an ERP system, specifically with purchasing and inventory modules.
• SAP related experience.

Certifications/Licenses/Other Requirements

• Within 2 years of employment, must be certified as a Virginia Contracting Officer, Certified Professional Public Buyer, Certified Professional Procurement Officer or other approved professional procurement certification.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.

Knowledge, Skills, Abilities and Other Characteristics:

Job Knowledge

• Thorough knowledge of standard office practices, procedures, and equipment.
• General knowledge of common business methods, marketing and purchasing practices.
• Knowledge of federal, Virginia laws and the City Code as they relate to public purchasing, general knowledge of automated purchasing and inventory systems.
• Knowledge of contract and procurement law and methods of procurement; contract negotiation.
• General knowledge of relevant financial systems and terminology.

Reading

• Intermediate: ability to read and understand written materials such as specifications, Requests for Proposals, routine contracts, multi-step instruction manuals, and reference materials.

Writing

• Intermediate: ability to write reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.
• Completes analysis of financial data. Follows defined procedures and routine financial reporting.

Communication Skills

• Intermediate: Examples include contacts that may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Exchanges and/or presents general information clearly, efficiently and effectively. Listens to the ideas of others. Establish and maintain effective working relationships with City officials, co-workers, vendors, business leaders, and the public.

Independence and Decision-Making

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.
• Knows when to ask questions to complete reports. Monitors accuracy of own transactions. Analyzes information and records transactions accurately. Maintains accurate records. Recognizes and corrects errors.

Technical Skills

• Skilled: comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the assigned and apparent job responsibilities. Demonstrated skill and ability to utilize Microsoft Office applications, spreadsheets, automated systems, financial reporting software, and other department systems/software.

Fiscal Responsibilities

• Prepares accounting and purchasing documents; and does research to justify procurement decisions and language used in documents.

Supervisory Responsibilities

• No supervisory responsibilities. May occasionally direct helpers, assistants, seasonal employees, interns or temps.

Other Characteristics

• Frequent change of tasks and performing multiple tasks simultaneously
• Frequent interruptions and requests for service.
• Working closely with others as part of a team.
• Organization and time management skills, sometimes under strict time constraints.
• Tedious or exacting work.
• Work effectively with sensitive and confidential information or issues.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Demands

• Sedentary Work: Ability to lift up to 10 lbs. occasionally and/or negligible amount of weight frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

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

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level is usually moderate.