To submit a formal application, please visit www.templetx.gov/jobs

Job Summary

Working under the supervision of the Purchasing Manager, and working in conjunction with another Senior Buyer I, manage invitation to bid process for assigned solicitations; co-manage the annual contract process; prepare short-form construction contracts; audit cooperative purchase quotes; organize and maintain bid files and filing system; maintain City vehicle titles and license plates; maintain Purchasing website pages; provide administrative support for Facility Services; and back-up Procurement Specialist position as required.

Essential Duties & Responsibilities

•Prepare soliciations (e.g. invitations to bid (ITBs), request for proposals (RFPs), and request for qualifications (RFQs)) to include, but not limited to, the following tasks: 
oWork closely with requesting departments to understand and write specifications;
oCoordinate advertisements of ITBs through the local newspaper;
oRespond to requests for information (RFIs) from vendors related to the ITBs;
oTimely prepare and issue addendums and Q&As related to ITBs;
oDocument bid submittals during public bid openings;
oPrepare bid tabulations;
oUpdate bid website with bid tabulations and contract award details; and
oPrepare contracts after award.

•Co-Manage annual contract process to include, but not limited to, the following:
oObtain feedback from user departments on whether to rebid or renew the current contract;
oContact vendors for authorization to renew contracts;
oPrepare ITBs as described above;
oDraft Council Agenda Items for approval;
oObtain City Manager approval on annual contracts <$50,000/year;
oSupport the education of City personnel regarding contracts, including annual training on service contracts; and
oMaintain annual contract list.

•Manage the distribution of solicitations to interested vendors, including the implementation of procedures to ensure that all vendors who are in receipt of a sollicitation are documented plan holders. 

•Audit cooperative purchase quotes timely against cooperative contracts to ensure each purchase is in compliance with the contract. Differences identified will be clearly documented and reconciled to ensure ultimate compliance with the cooperative contract. 

•Audit bid tabulations timely as prepared by independent design professionals ensuring they balance with the amounts read off at the public bid openings. Differences identified will be clearly documented and reconciled in the bid file.

•Draft short-form construction contracts when required for projects that do not go through a competitive bidding process.

•Organize and manage bid files and filing system associated with bid files (hard copies and electronic). 

• Manage online auction process to dispose of surplus City property. Coordinate receipt of surplus goods from City departments, write an advertisement that accurately describes the surplus items, post the auction items on the City’s contracted surplus auction website, coordinate pickup of the auctioned items to the winning bidder, and keep accurate records of historical transactions.

•Maintain complete and accurate content on the Purchasing pages of the City’s website and intranet.

•Maintain vehicular titles and license plates for all City licensed vehicles.

•Process weekly p-card transactions for Facility Services department and provide ongoing administrative support as required.

•Assist with the administration of Facility and Parks construction projects. Tasks will include preparation of contract payment applications & performance reports, applying for building permits, and other administrative tasks.

•Prepare historical analyses as requested of certain service contracts (e.g. copiers, electricity, propane, phone services, etc). 

•Back-up and assist the Procurement Specialist and/or Accounts Payable Specialist when needed. Primary duties for the Procurement Specialist includes generation of purchase orders and processing of weekly p-card transactions. Primary duties for the Accounts Payable Specialist includes processing invoices for payment and fulfilling the duties associated with the disposal of surplus City property.   

•Perform administration and back-up functions as necessary throughout the department to include, but not limited to, answering the main Purchasing Department phone line as well as assisting vendors and other City employees with questions, inquiries, directions, and problems, monitor of the Purchasing group email, and response to general public requests.

•Perform other tasks as assigned by Purchasing Department management. 

Minimum Qualifications

•Bachelor’s Degree in business administration, management, accounting, or related field with Professional Public Buyer certification preferred. Five years of experience in governmental finance (purchasing, accounting, asset management, etc.) may be considered in lieu of Bachelor’s Degree.  

•Highly proficient in the use of Microsoft Word and Excel

•Professional Public Buyer Certification, or desire to obtain certification

•Driver’s License

•Ability to type 30 words per minute.  

•Applicants may be required to take pre-screening tests related to Microsoft Office applications, typing, and writing clarity.