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Procurement and Contract Specialist - City of Issaquah ( Job # 18-0086)

Minimum Salary: $4,928.00 per month
Maximum Salary: $6,604.00 per month
Employment Type: Full Time
Department: Finance
Closes: December 10, 2018 at 5:00 PM
(Open to current employees and the general public.)

Summary

Are you looking for challenge and opportunity? Do you want to make a difference in your community? Then consider joining our team!

The City of Issaquah is seeking a skilled and analytical individual to fill the position of Procurement and Contract Specialist. This is a new position at the City, and presents a significant opportunity to oversee procurement and contract administration functions and to develop policies and processes around those functions.

Under the direction of the Accounting Manager, the Procurement and Contract Specialist coordinates and monitors Citywide purchasing functions. This position ensures compliance with policy, procedures, and legal requirements by assisting departments with procurement related tasks. The incumbent develops, implements, and tracks purchase requisitions, provides oversight to bidding processes, contributes to planning and strategy, assists with terms and scope, evaluates bids, develops contracts and purchasing agreements, and negotiates on behalf of departments with contractors, suppliers and vendors. In addition to procurement related responsibilities, this position provides technical and administrative support to grant contracts on a City-wide basis.

Issaquah is a rapidly growing community, well known for its environmental amenities, excellent quality of life, and countless cultural and educational opportunities. We are a customer-focused organization, committed to continuous improvement and innovation. Our mission: We enhance lives through public service.

 


Essential Functions
  • Assists departments in preparing and initiating requisitions and/or purchase orders. Ensure that documents are complete and in compliance with policy, procedures and legal requirements.
  • Serves as a point of contact for any questions related to procurement and contracting.
  • Reviews purchase requisitions to ensure that requisitions are complete and in compliance with the purchasing policy.
  • Seeks quotes from contractors and vendors.
  • Monitors the accounting system to ensure that approved purchase orders are not exceeded and confirms with departments that work is delivered in accordance with contractual terms.
  • Tracks and monitors grant agreements to ensure correct reporting and assists Revenue Manager to ensure that billing to grant agencies occurs in a timely fashion and in compliance with the grant agreement.
  • Assists Accounting Manager with the purchasing card program, provides guidance to departments on purchasing authority, and maintains card program administrative functions.
  • Assists with contract monitoring and oversight and helps departments resolve problems (including initial negotiations of the contract and development of contract language regarding indemnification and insurance) with vendors, contractors and suppliers.
  • Assists with the competitive bidding process, helps define contract specifications, writes solicitations, evaluates responses and assists with negotiation of contracts and purchasing agreements.
  • Assists with the development of templates for professional services agreements. Drafts contracts and purchasing agreements. Consults with the City Attorney to evaluate contract language and liability issues.
  • Processes contract change orders and amendments when needed within the Financial System.
  • Assists departments with reporting and documenting on all grant programs. Assists Revenue Manager with comparison of funding sources and levels with grant agreements to ensure accuracy.
  • Provides support to the Accounting Division by providing reports for ongoing monitoring and in preparation for audits.
  • Participates in Finance Department initiatives.
  • Serves as a backup for a variety of financial and accounting tasks and supports other Finance staff as needed.
Qualifications
  • Associate degree in business, accounting, finance, legal or related field.
  • Five (5) years of accounting or record keeping experience.
  • Four (4) years of increasingly responsible experience in a purchasing/buying environment working with purchasing systems.
  • Or any combination that would likely provide the required knowledge, skills, and abilities.
Knowledge, Skills, and Abilities

Knowledge of:

  • Basic purchasing procedures and practices.
  • Basic accounting and bookkeeping principles.
  • Contract management and an understanding of terms and procedures.
  • Understanding of complex data.
  • Knowledge of grant accounting principles and reporting requirements; familiarity with the audit process.
  • Public sector procurement rules and regulations (RCWs).

Skill in:

  • Using computers and applicable software programs, including Word and Excel.
  • Contract negotiations.

Ability to:

  • Initiate requisitions and purchase order authorizations and ensure alignment between authorized budgeted, and contracted amounts.
  • Interpret contract language.
  • Negotiate contract terms and pricing.
  • Analyze and compare bids.
  • Assist with tracking of expenditures, budget development, and basic financial planning efforts.
  • Establish and maintain effective working relationships.
  • Communicate effectively, verbally and in writing.
  • Perform mathematical calculations.
  • Identify problems in financial information or data collected and identify these problems in understandable terms.
  • Coordinate and evaluate bid processes.
  • Respond to complaints and issues.
  • Oversee contractor and vendor performance.
  • Prioritize work and meet deadlines.

Attachments

Location
City Hall
130 E Sunset Way
ISSAQUAH, WA 98027