Procurement & Contract Specialist

Description

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 Manager 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.

Examples of Work Performed (Illustrative Only)

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.
• May fill in during absence of the Purchasing Manager.
• 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.

Employment Standards

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.

To perform the essential functions of the classification, incumbents must be able to demonstrate the following knowledge, skills and abilities:

• Considerable competency with interpretation and applications of regulations, principles, and practices of procurement.
• Records management systems, techniques, and technology.
• Computer applications, and related equipment, to perform daily tasks and records management.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• City organization, operations, policies, and objectives.

Skills & Ability to:

• Organizational skills to effectively manage multiple priorities and competing deadlines.
• Utilize office and other enterprise software to efficiently carry out work assignments.
• Maintain confidentiality of sensitive materials and information.
• Exercise sound judgment and thorough knowledge of federal and state regulations and city policies/procedures related to procurement.
• Build and maintain cooperative and effective working relationships with a variety of internal and external customers and contacts.
• Analyze documents by reading, reviewing, and interpreting information; evaluate options and make conclusions and decisions.
• Meet schedules, deadlines, and legal time lines.
• Remain flexible to changing priorities, multi-task, and work independently.
• Must maintain regular attendance and punctuality.

Supplemental 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.

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.

The benefits listed below are those currently enjoyed by full-time City of Kennewick Non-Contract employees. It is important to remember that over the course of time these benefits may change - they are not permanent. Benefits may change through City Council or administrative action or changes mandated by state and federal law.

Paid Holidays
12 per year (9 scheduled; 3 “floating”)
New Year's Day, Martin Luther King Jr. Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the day after Thanksgiving, Christmas Day, and three floating holidays selected by the employee. An employee will accrue one of the three floating holidays on each of the following days: February 1, February 12, and August 31. An employee will only accrue a floating holiday on these days if actually employed.

Paid Time Off (PTO)
The purpose of PTO is to compensate employees for absences due to injury, illness, vacation and personal business. In addition, the program is designed to provide employees with personal flexibility regarding the use of leave hours. PTO hours accrue based upon the actual number of regular hours worked.

Accrual per Month:
0-5yrs 6-9yrs 10-14yrs 15-19yrs 20-24yrs 25-29yrs 30+yrs
12 hours 15 hours 17 hours 19 hours 21 hours 23 hours 25 hours

Retirement Plan
All City employees are members of the Public Employees Retirement System (PERS). The City and the employee both contribute toward the plan. PERS provides regular retirement and disability retirement benefits. City employees also participate in the Social Security Program. Rates effective as of 09/01/2023. ( www.drs.wa.gov )

PERS Employee Contribution Rate Employer Contribution Rate
Plan II 6.36% 9.53%
Plan III Employee Choice (see booklet) 9.53%

Deferred Comp
The City contributes an equivalent of 5% of your regular monthly salary to Mission Square Retirement (previously ICMA) deferred compensation program. No employee match required, but employees may contribute towards plan if desired. ( www.icmarc.org )

Medical, Dental& Vision Insurance
The City currently pays the entire dental and vision insurance premiums for the employee and dependents.Employee current premium share is $190.00 per month for medical insurance to cover themselves and dependents.

Life Insurance
1.5 x annual salary (not to exceed $250K) provided by the City of Kennewick. Employee may purchase Voluntary Term Life Insurance for employee, spouse and/or dependents through New York Life (previously Cigna).

Long Term Disability
The City pays the entire long-term disability premium for employees through New York Life (previously Cigna).

Wellness Program
The Wellness Program has been established to encourage employee health and fitness, both at work and at home. A City Wellness Committee promotes and provides opportunities for healthy lifestyles. Employee fitness center is open to all employees and their spouses.

Employee Assistance
An Employee Assistance Plan (EAP) is provided by the City to assist you and family members, providing counseling and treatment in such areas as stress, drug and alcohol abuse and family counseling.

Other Benefits Offered

• Flexible Spending Plan (Pre-Tax Deduction for Medical/Dental and Day Care)
• Aflac Supplemental Insurance
• Tuition Assistance
• Bereavement Leave
• Overtime
• Direct Deposit (paydays are 5th and 20th of the month)

Closing Date/Time: 6/30/2024 11:59 PM Pacific

63,972

Kennewick, Washington United States View Map