Procurement Specialist

The role of the Procurement Specialist is to provide assistance to all City departments in purchasing a variety of goods and services, and ensuring compliance with State and local regulations.

Distinguishing Characteristics: The Procurement Specialist provides technical support for the purchasing function. This position manages and tracks inventory and tags small and attractive assets, but differs from the Senior Procurement Specialist, which coordinates the City's purchasing activities including the bid and purchasing process and purchasing card program.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Processes purchase requisitions submitted by City departments in a timely manner; ensures that buying practices are consistent with applicable ordinances and policies.
• Administers the City's surplus program, ensuring compliance with applicable state and local regulations.
• Works with department staff to determine needs and then conducts research related to source, price, and availability of required goods or services.
• Solicits and analyzes quotes from vendors, negotiates terms of sales and maintenance contracts, and makes recommendations regarding appropriate sources.
• Places orders as requested by departments and expedites orders as needed for timely delivery.
• Interviews prospective vendors and establishes sound working relationships to ensure continuance of availability of quality products and services and cost-effective purchases.
• Resolves differences with vendors relative to price, quantity, and quality of goods received.
• Prepares reports and recommendations to management related to major purchases having City-wide impacts.
• Works with department staff and City Attorney's Office for disposal of surplus office furniture, equipment, computers, and related components.
• Updates vendor files; voids/removes purchase requests and purchase orders after determining it is the appropriate course of action.
• Assists with training of staff on City purchasing practices. Provides new users with training on the use of the automated purchasing system.
• Ensures contractual obligations for office supplies are met by the primary vendor. Reviews general office products needs of the City.
• Convenes and polls user groups or affected individuals to ensure that purchases of shared equipment adequately meet needs.
• Reviews purchases to identify City assets; issues asset tags and memos to appropriate department; maintains records of assets.
• For purchasing card purchases and some purchase orders, checks invoices for correct prices; confirms that materials ordered have been received and are in good condition.
• Manages special projects as assigned, which may require development of criteria for selection of products, working with outside consultants, processing and expediting materials orders and for coordination of project/purchase implementation.
• Works with mail clerk to maintain inventory of copier paper, letterhead, and envelopes.
• Provides backup to the Senior Procurement Specialist as needed.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Assists with formulating and drafting bid or purchasing specifications for a wide range of commodities and services. Coordinates bid process activities in the absence of the Senior Procurement Specialist.
• Generates and prints purchase orders in the absence of other staff.
• Issues purchasing cards and Costco credit cards in accordance with defined policies. Reviews card purchases for proper descriptions, tax, account coding, and back-up documentation; works with cardholders to resolve any issues.
• Receives loading bay deliveries.
• Performs functions as assigned in the City's emergency response plan in the event of an emergency.

• Knowledge of general purchasing practice and procedures and State and local laws relative to public purchases; knowledge of formal bid requirements and ability to assist City staff in all aspects of the process.
• Knowledge of automated purchasing system environment including on-line requisitions, approvals, and ordering via e-mail and internet, spreadsheets, and report writing.
• Knowledge of a wide range of commodities and ability to locate needed goods in a timely and cost-effective manner.
• Ability to gather technical data, analyze quotes and bids, determine appropriate action, and make sound recommendations relative to purchasing.
• Ability to establish and maintain effective working relationships with departments vendors and the public.
• Ability to negotiate with vendors to secure goods and services at the best possible price and in a timely manner, and to act as liaison between staff and vendors to resolve disputes regarding the receipt of goods.
• Ability to effectively communicate verbally and in writing.
• Ability to manage multiple demands, prioritize work, and provide timely and courteous service.

Minimum Qualifications:

• Education: Bachelor of Arts Degree in business or like field.
• Experience: 5 years of experience as a buyer with 3 years in public sector purchasing, including experience in the use of an automated purchasing system, word processing, and spreadsheet software.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Physical Demands and Working Environment:
Work is predominately performed indoors in an office environment but will include outdoor field visits with suppliers. Work requires movement to other locations for meetings. The work requires sitting, talking and hearing; frequently requires the use of hands-and-fingers, handling writing instruments, computers and office supplies which require repetitive arm wrist and hand movement. Occasionally, requires standing and reaching with arms and hands, climbing, stooping, kneeling, crouching, bending or crawling. May require occasional lifting not exceeding 30 pounds.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. First review of applicants will be 15 days after original posting date.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf at 711.