Description

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

GENERAL SUMMARY
This position will play an integral role in the City’s procurement, budgeting, and financial management processes. From a procurement standpoint, this position will evaluate and process requisitions for goods and services, develop requests for bids and proposals, and prepare and negotiate contracts to procure the most cost-effective supplies, materials, and services from the most qualified and responsive bidder. Other duties include processing purchase orders, maintaining vendor accounts, and administering city surplus auctions and bidding processes. Proactively research initiatives to reduce costs, increase product and service quality, and ensure timely delivery performance.

This position oversees the key aspects of the City’s purchasing operations (ensuring compliance with Texas Local Government Code, City policies, and accepted municipal financial standards), and performs other duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

This position receives general supervision from the Finance Director and does not supervise any other position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include, but are not limited to the following:

• Participate in City Council meetings, as required.
• Evaluate and process requisitions for goods and services, verifying authorization and budget compliance.
• Coordinate, organize, and assist departments in the specification writing process to ensure that specifications are written concisely and are not written exclusively.
• Ensure that goods and services are procured in accordance with contract pricing.
• Develop specifications, requests for bids, and requests for proposals.
• Schedules, coordinates, and conducts pre-bid and bid opening meetings and evaluation committee meetings.
• Maximizes the use of technology to automate purchasing processes and improve efficiency and compliance with purchasing and financial policies.
• Ensure that purchases follow procurement guidelines and that purchasing specifications are developed in accordance with local, state, and federal laws and regulations.
• Assists departments with the preparation of and reviews staff agenda reports for bid and proposal award recommendations to the City Council.
• Coordinates the auction, or other disposal methods, of surplus City property as required.
• Coordinates the purchase of City supplies, materials, equipment, and non-personal services and repairs within established federal, state, and City policies.
• Reviews inventory levels and product/supply demands to ensure product availability from all vendors and financial compliance.
• Research initiatives to reduce costs, increase product and service quality, and ensure timely delivery performance.
• Maintains active communications with all City management personnel to discuss product options to increase diversity and cost effectiveness.
• Analyzes market trends to explore possible product and vendor options and determine optimal purchasing trends.
• Maintains and monitors a list of all City contracts and assists with the processes for renewal, extension, or procurement.
• Reconciles and posts employee purchase card transactions and reconciles to the monthly statement from credit card providers.
• Coordinates intergovernmental purchasing with other public entities through approval of inter-local purchasing agreements and researching other public bids.
• Serves as a resource to departments and vendors regarding procurement policies, processes, and contract administration.
  Assists with the Enterprise Fleet program for the city.
• Exercises initiative and some independent judgment in performing procurement, financial, and administrative work professionally.
• Assists in supporting staff training on procurement, budget, and financial systems.
• Scans finance documents and performs quality review of electronic records.
• Regular, prompt, in-person attendance is an essential function.
• Other duties as assigned to support departmental and City goals.
   

EDUCATION AND EXPERIENCE

Associate’s degree in business or public administration, finance, or related field; supplemented by three (3) years progressively responsible experience in the administrative functions of purchasing and/or finance; or an equivalent combination of education, training, and experience.

• Computer-literate in City-designated software is a plus. Must be proficient in Microsoft Office programs. Experience with Tyler and/or STW and OpenGov.
• Municipal government experience preferred.
• Working knowledge of Texas Local Government Code Chapter 252, public purchasing laws, and municipal finance principles preferred.

LICENSES AND CERTIFICATES

• Certified Purchasing Professional (preferred).
• Government Finance Officers Association (GFOA) or similar budget/finance credential (preferred).
• Valid Class C Texas driver's license (required).

SKILLS AND ABILITIES

• Ability to read and write the English language.
• Ability to make mathematical calculations by adding, subtracting, multiplying and dividing numbers.
• Ability to communicate well, both orally and in writing.
• Ability to deal effectively with the public and other City personnel in a courteous manner.
• Operate office equipment, including the use of a computer keyboard.
• Must be a self-starter and be able to work effectively and efficiently on one’s own.
• Operate a vehicle to travel to various locations.

PHYSICAL ABILITIES

• Must possess the visual acuity to operate a computer terminal.
• Frequently walk, stand, and/or sit for prolonged periods of time.
• Occasionally push, pull, lift, and/or carry up 10 pounds.
• Occasionally lift and/or move objects up to 20 pounds.
• Occasionally stoop, bend, kneel, crouch, reach, and twist.
• Frequently climbs stairs/ladders.
• Speak and hear to exchange information in the English language.
  
   

The City of Kaufman, Texas is an Equal Opportunity Employer that is committed to diversity in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.