Procurement Specialist I

JOB SUMMARY

Facilitates and manages processes for obtaining quotes and purchasing requested materials of a technical nature. Prepares bid packages for standard, routine and recurring solicitations for simple service and one-time buy contracts. Facilitates and provides assistance to internal stakeholders for preparation of bid specifications. Provides assistance to internal stakeholders in locating vendors, suppliers and manufacturers. Evaluate suppliers' reliability and assist with developing new supply sources. Works with department manager to ensure supplier compliance and ensures performance metrics are developed, requested services meet requirements and appropriate responses/actions are taken. Performs inventory procurement, attends trade shows, product exhibitions and conferences to maintain current understanding of new products and trends. Performs other duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

- Purchasing Procedures

* Follows regulated purchasing procedures and processes requisitions to purchase chemicals, equipment and other technical items. Ensures compliance with Sewer District procurement policies and procedures and state law.

* Prepares source documents for purchase order entries. Reviews related purchase requests and advises on critical process steps. Evaluates requests from user departments.

* Reviews technical specifications provided by the user department to determine if the vendor/supplier is a sole source supplier and reviews purchase requests.

* Issues purchase orders and prepares source documents for purchase order entry.

- Quotes and Bid Procedures

* Collects information on companies from available sources and assists in evaluating the companies' experience in providing the products and services. Evaluates vendor quotations for least cost, best quality and vendor ability to deliver.

* Prepares and/or reviews bid specifications, contracts and Requests for Proposals (RFPs) to assist in ensuring the document's suitability and compliance is within the purchasing policies and procedures.

* Solicits and obtains quotes and bids for purchase of supplies and contractual services.

* Develops and maintains current bid list and prospective vendor listing. Monitors vendors' compliance with contracts for goods and services.

- Vendor Relations

* Determines qualified vendors to contact to obtain price quotations.

* Expands the Sewer District's vendor pool by using various sources, such as business to business phone directory, ThomasNet, Northeast Ohio Business Directory, internet, information obtained from other state and local governments and trade publications.

* Monitors vendors' compliance with contract requirements and maintains good public relations by establishing a network of contacts to determine and recommend new vendors/suppliers for cost reduction and product improvement.

* Cooperates with others and acts as a liaison between administrative employees, supervisors and managers and vendors.

- Analysis

* Performs price analysis of bids to determine if they are within an acceptable range based on historical data.

* Examines various features of bids to ensure they fall within an acceptable range for shipping cost, changes in Consumer Price Index (CPI) and other variables.

* Analyzes competitive bids and prepares summary data. Checks requisitions in a timely manner for accuracy and completeness of data. Proofreads and verifies the accuracy of calculations.

* Analyzes trends in data and research best practices. Uses information gathered to prepare reports for various departments using the Sewer District's current technology.

* Conducts market surveys to ascertain if prices presented by proposer fall within an acceptable range based on the standards of the industry and consults trade publications to obtain price information such as Dodge Reports and RS Means.

- Provides customer service to internal and external stakeholders.

- Participates in department related or Sewer District-wide team projects or work groups.

- Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

Candidate must possess a bachelor's degree, preferably in Business, preferably with a concentration in Finance, Accounting, Business Management or a related field of study. Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

EXPERIENCE

Candidate must possess five (5) years of experience working in a procurement environment where contract administering, technical buying or purchasing was a major job responsibility. This experience must include using sustainable procurement methods and procedures including buying, quality assurance, contract administration and contract law.

OTHER REQUIREMENTS

LICENSURE AND CERTIFICATIONS

- Candidate must possess a valid driver's license with a driving record in accordance with the Sewer District's acceptable guidelines.

- A certification by a nationally recognized professional purchasing organization is preferred. For example, Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB) and Certified Purchasing Manager(CPM).

KNOWLEDGE, SKILLS AND ABILITIES

- Candidate must possess knowledge and the ability to interpret and make decisions in accordance with relevant laws, ordinances, rules, regulations, and other requirements governing purchases of commodities and services.

- Candidate must possess excellent verbal and written communication skills and be proficient in Microsoft Office Suite.

- Candidate must possess excellent organizational skills, pay attention to detail and be efficient and accurate with typing.

- Candidate must possess the ability to work under pressure, compile information and make informed decisions.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position the employee must be able to compare, compute, analyze, synthesize, copy, compile, coordinate, negotiate, and instruct. Ability to communicate and interpersonal skills/behaviors is required. Physical work will need to be performed, such as standing, sitting, balancing, handling, feeling, hearing, walking, reaching, crouching, reaching, fingering and talking. Must be able to lift up to 25 lbs. on an occasional basis. Position will require visual demands of near acuity, depth perception, far acuity, color vision and accommodation. The position requires office work. While visiting the plant or construction site the employee may be exposed to extreme weather and wet and/or humid weather.

Pay Range: USD, Commensurate with Experience

$62,540 - $78,175

Our Equal Employment Opportunity Statement

Our Accessibility Statement

Our Education Equivalencies Policy

Our Employee Benefits & Wellness Programs
We offer a comprehensive employee benefits package including Health Insurance Coverage, Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans), Flexible Spending Accounts, Employee Assistance Program, Free Parking at our facilities, Corporate Discounts, and more! We also have an active Health & Wellness Program that promotes a life/work balance.

NEORSD supports the use of hybrid work as a way to help attract and retain talented individuals in public service, increase worker productivity and better prepares the agency to operate during emergencies. This position may be authorized for hybrid work. hybrid eligibility will be discussed during the interview process.

DISCLAIMER: The information outlined in this job description indicates the general nature and type of work performed by employees within this classification. It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification