Purchasing Specialist | City of Evanston

SALARY RANGE: $41.5800 - $62.3700/HOUR

*Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.

NATURE OF WORK

Under the general direction of the Purchasing Manager.  The individual in this role provides assistance to City departments with their procurement of goods and services, advising them on items affecting the purchasing process; supports assigned project managers in the development of Bids/RFP/RFQ documents, ensuring specifications are clear and complete; and provides support throughout all phases of the purchasing process.  Maintains files and databases, tracks open Bids/RFP/RFQ documentation, and performs a variety of administrative duties related to purchasing and business development. The individual must be able to demonstrate strong team and customer service skills, including outstanding interpersonal skills, and have a track record of building and maintaining effective relationships with diverse stakeholders, including external vendors, the general public, internal staff, and City officials. 

ESSENTIAL FUNCTIONS OF WORK

• Applies purchasing policies to assigned operating department purchases.
• Assists and guides departments through the purchasing procedures including, but not limited to, purchase orders processing and maintenance; vendor registration; RFP/Bid document preparation; maintain and updating Bids/RFPs/RFQs content within Euna/ Open-Bids, DemandStar portal; ensuring receipt of required contractors documentation, including: insurance, bonds, Responsive Bidders Ordinance, and the city’s 25% Minority, Women, Disadvantaged, and Evanston Business Enterprise (M/W/D/EBE) goal compliance; submitting information for inclusion on Council agendas; enters and organize city contracts within contact database; maintain division logs and electronic files.
• Attend meetings with departments as necessary to respond to purchasing questions. Attends bid openings and pre-bid/ pre-proposal meetings for assigned departments.
• Develops purchasing calendar and project meetings for assigned departments.
• Meets with vendors to answer questions regarding RFP/bid documents and projects.
• Assist with researching and preparing responses to Freedom of Information requests as needed.
• Greets internal customers, monitors, and answers the division's main telephone line.
• Assists in the annual year-end purchasing process.
• Assists in updating and enforcing the Purchasing Manual policies and procedures.
• Help enforce the city's P-card program/ implementation, and cell phone program policy as assigned.
• Assist with staffing the monthly M/W/D/EBE Committee as necessary, help analyze spending data, and create reports.
• Assist with preparing memos, reports, and recommendations for the City Council on bids and RFPs.
• Assist in developing and implementing special projects as assigned.
• Performs other duties and responsibilities as assigned.

MINIMUM REQUIREMENTS OF WORK

• Must possess a Bachelor's degree from an accredited college or university, preferably with courses in procurement, finance, business, or public administration, or a related field. Prior experience in Government purchasing is preferred
• Must possess one (1) or more years of work experience in purchasing, finance, compliance, or contracts administration.
• Must possess a valid driver’s license and a safe driving record.
• Knowledge, skills, and abilities in the following areas:
  • Ability to perform general office tasks.
  • Ability to exhibit minimum mathematical skill associated with addition and subtraction, with the skill level to multiply and divide all units of measure to perform the four operations with like or common decimal fractions; to compute ratios, rates, and percentages; to understand budget analysis trends and expenditure predictions.
  • Knowledge of and use of financial Enterprise Resource Planning (ERP) software, i.e., Tyler Technologies, New World ERP system, Microsoft Office Suite, mainly, but not limited to Word, Excel, and Business Analytics.
  • Familiarity with Minority/Women/Disadvantaged business program development and implementation.  Familiarity with issues relative to Local Business Programs and Preferences.
  • Strong analytical skills are necessary to define the problem, collect data, establish facts, and draw valid conclusions.
  • Ability to operate in an office environment utilizing such tools and equipment as a personal computer, telephone, voice mail, e-mail, fax, copier, pen, pencil, ruler, charts, contracts, diagrams, directives, documents, forms, manuals, publications, reference books, and schedules.
  • Ability to read: manuals (safety, instructional, etc.), professional and technical journals, financial reports, legal documents, newspapers, and encyclopedias, including the ability to understand and read materials, apply instruction, and narrate if required.
  • Ability to establish and maintain effective working relationships with internal staff as well as the City of Evanston as a whole at all levels, including external partner organizations and vendors.
  • Ability to apply reasoning to work assignments, research of issues, summaries, letters, and memorandum, and reports using the prescribed format and conforming to all rules of punctuation, grammar, diction, and style.
  • Ability to utilize minimal reasoning ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, including the ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
  • Ability to handle daily, weekly, monthly, and annual calendars and scheduling.
  • Ability to multitask and meet deadlines.
  • Must possess exceptional customer service and communication skills (verbal and written).
  • Strong problem solving skills and follow-up
  • Strong interpersonal and problem-solving skills;
  • Must have the ability to work independently with minimum supervision as well as cooperatively with others.

SUPERVISION

This position reports to the Purchasing Manager. Work is assigned through special projects and supervisor requests.  The individual in this position is responsible for prioritizing work tasks and identifying and using appropriate resources to resolve problems or situations.  The individual must be able to demonstrate strong teamwork performance, as reviewed through ongoing observation, written and verbal communication, meetings, and feedback from supervisors and other department employees.  Guidance is provided through rules and regulations, policies, and procedures.  Unified Work Rules, Union contract, Personnel Rules, and OSHA.  Work is evaluated at least annually with respect to performance in accordance with this classification standard, communication skills, customer service, ability to work productively and effectively with employees at all levels in the organization, as well as community, business, and other similar groups, and the general public.

PUBLIC CONTACT

The employee has regular contact with other City employees, the City Council, and the public to answer questions and give information.  Use of professional customer service skills is an ongoing part of the position. 

PHYSICAL REQUIREMENTS OF WORK

Work is primarily sedentary, with occasional use of 10 pounds of force to lift, carry, or otherwise move objects commonly found in an office setting.

Employee is subject to indoor environmental conditions and protection from outside weather, but not necessarily from temperature changes.

SELECTION METHOD

Qualifications Assessment

Structured Oral Interview

To apply for this position, please apply online at www.cityofevanston.org on or before the closing date.

Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position.  Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screening, employment verification, and criminal background check.

The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity.  The City of Evanston is also committed to accessibility for persons with disabilities.  Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).