This position provides accounting and financial reporting support for City and Water Board purchasing functions.
MAJOR DUTIES
Manages the bid solicitation and awarding process for contractual services and purchases subject to the state competitive bid law. (30%)
-Drafts and reviews bid invitation documents.
-Ensures compliance with state bid laws and internal purchasing policies.
-Compiles and maintains the bidder list.
-Maintains bid files according to state retention procedures.
-Distributes bid documents to prospective bidders; schedules and conducts bid openings.
-Evaluates bid proposals and department recommendations.
-Researches Alabama Code and Attorney General’s opinions when questions arise concerning purchasing activities.
-Drafts and reviews contracts and leases.
-Makes determinations as to the applicability of state bid laws and sole source qualification
-Ensures sole source services and purchases meet guidelines and are properly justified.
-Reviews agenda item submissions for contract awards.
Assists departments in soliciting requests for proposals (RFP), qualifications (RFQ), and information (RFI) for contractual services not subject to competitive bid law. (20%)
-Assists departments in drafting and reviewing RFPs, RFQs, and RFIs.
-Makes determinations if services and goods can be obtained through an alternative avenue.
-Reviews specifications to make sole source determinations.
-Researches prospective vendors and contractors.
-Assists departments in the selection and recommendation of vendors/contractors.
Maintains vendor master files. (15%)
-Requests information from vendors and other City and Water Board staff.
-Evaluates master file for vendor validity.
-Maintains the vendor self service module of the financial software.
Reviews all requisitions and direct entry invoices and creates all purchase orders and procurement card transactions. (15%)
-Reviews requisitions prior to encumbrance for bid law implications; corrects any errors with vendors and description of purchases.
-Reviews all p-card transactions prior to posting to the general ledger; creates export files for posting in the financial system.
-Reviews direct entry invoices for bid law implications; correct any errors with vendors and description of purchases.
Provides administrative support for department operations. (10%)
-Oversees the application of purchasing and travel/training policies.
-Maintains the contract management and bid management modules of the financial software.
-Manages surplus sales.
-Manages the title and tag process for City and Water Board assets.
-Manage the purchasing card program.
-Researches and prepares a variety of regular and special reports.
Performs related duties. (10%)
-Demonstrates punctual, regular, and reliable attendance.
-Attends meetings, workshops, and training sessions.
-Provides innovative solutions to enhance current processes and procedures and/or resolve workplace issues.
-Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES
-Knowledge of generally accepted accounting principles.
-Knowledge of Alabama Bid Law regulations and related Attorney General’s Opinions.
-Knowledge of accepted purchasing principles and practices.
-Knowledge of City and Water Board policies and procedures.
-Skill in applying analytical methods and in organizing significant quantities of detailed financial and finance-related information.
-Skill in researching and interpreting law.
-Skill in the use of job-related software programs.
-Skill in oral and written communication.
-Ability to work cooperatively with others.
-Ability to handle multiple projects.
-Ability to pay close attention to details and deadlines.
SUPERVISORY CONTROLS
The Finance Director assigns work in terms of very general instructions. The supervisor occasionally reviews work when required for compliance with procedures and the nature and propriety of the final results.
Click here to View the More Information About City of Auburn News - Job Vacancy for Purchasing Officer
