General Statement

Under limited supervision by the Purchasing Supervisor, this position is responsible for coordinating with and assisting City departments in a variety of procurement related functions and services including purchase order processing, vendor selections, solicitations for the procurement of goods and services, and assisting the Purchasing Manager in carrying out the daily responsibilities of the City’s purchasing functions.

Essential Duties & Responsibilities

• Assists the Purchasing Supervisor and City department staff with solicitations for goods and services to include the following:
  • Assists City Departments develop solicitation documents as needed; assist departments with posting notices and related documents.
  • Receives bids/participates in bid openings; conducts bid responsiveness checks.
  • Maintains purchasing and contracting records.
  • Reviews and approves requisitions as needed; assists with requisitions/purchase order questions.
  • Assists with researching cooperatives and interlocal agreements.
  • Assists with submitting items for City Council approval.; provides documentation for City Council upon requests.
  • Oversees and coordinates with departments for City’s business service and commodity purchase accounts such as Amazon, Staples, Office Depot., Costco/Sams, etc.
  • Serves as purchasing liaison to City departments and coordinates purchasing matters for the purchase of goods and services by the departments.
• Coordinates with the City departments for the renewal of service contracts:
  • Coordinates with departments regarding contract extensions; monitors and issues extension letters and contract amendments.
  • Updates and maintains records of extensions and digital files, updates contract management system.
• Assists and provides support to the Purchasing Supervisor and City departments on matters related to purchasing and contracting functions.
• Reviews Purchase Requisitions from City departments for accuracy, compliance with purchasing requirements, funding, accounting attributes, and prepares Purchase Orders.
• Oversees and manages the City’s surplus asset sale by departments and maintains associated records.
• Performs administrative functions for division including filing, copying, scanning, shredding, ordering supplies, assisting with office mail, etc.
• Always maintains professionalism in the office and when representing the city via phone, emails, virtual meetings, and other forms of communications.

Performs all other duties as assigned.

Qualifications, Experience, and/or Certifications Required

• High School Diploma or equivalent is required.
• Five (5) years of related experience working within a governmental agency in Texas; prior experience in a purchasing or related discipline environment preferred.
• Or equivalent combination of training and/or experience which evidences a comprehensive knowledge of purchasing administration, contracts management, and supervision. 
• Procurement certifications such as Certified Texas Contract Manager (CTCM), or Certified Purchasing Manager (CPM) certification is highly preferred.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of best practices in public procurement.
• Knowledge of public purchasing practices and techniques.
• Knowledge of applicable procurement statutes, ordinances, and codes.
• Knowledge of accounting and budgeting process as it relates to purchasing transactions.
• Knowledge of contract law, terms, and conditions.
• Knowledge of buying procedures, purchase orders, delivery orders, and the use of purchasing cards.
• Knowledge of alternative delivery methods for the procurement of construction and construction-related professional services.
• Knowledge of informal and all formal source selection processes including price competition.
• Knowledge of contract negotiation and formation, contract management, and contract administration processes.
• Knowledge of contract category management.
• Knowledge of automated purchasing systems.
• Knowledge and experience in Microsoft Office Suite Software.
• Skill in providing purchasing assistance to internal customers in the organization. 
• Skill in applications including spreadsheets, databases, and word processing software.
• Skill in exercising good judgment, tact, and diplomacy.
• Ability to resolve purchasing and related contract matters.
• Ability to read and comprehend laws, municipal ordinance, procurement documents, agreements and contracts, budgets, policies and procedures, and regulatory/statistical reports.
• Ability to exercise judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Effective verbal and written communication skills are required; ability to communicate effectively with peers, supervisors, and people to whom service is provided.
• Ability to maintain positive and cordial working relationships with City officials, City management, department staff, vendors, and the public.

PHYSICAL DEMANDS & WORKING CONDITIONS: 
 
The physical demands and working environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.?? 
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Must possess mobility to work in a standard office setting and use standard office equipment, including computers; to operate a motor vehicle and to visit various City and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. 
 
Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, calculator, and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers to open and close and to retrieve and file information. Positions in this classification occasionally lift and carry reports and records that typically weigh less than twenty (20) pounds. 
  
Employees work in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. May be required to work on evenings, weekends, and holidays during certain busy work periods such as during yearend closing, audit, and budget development. 

Employment with the City of Kyle is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications. Selected candidates for positions will be subject to a background investigation and to pre-employment drug screen, depending on the position, may require a physical assessment upon a conditional job offer.