Procurement Specialist

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　　Procurement Specialist

　　Salary

　　$79,171.00 - $116,429.00 Annually

　　Location

　　Rochester MN 55904, MN

　　Job Type

　　Regular FT

　　Job Number

　　20240022

　　Department

　　Public Works

　　Opening Date

　　01/23/2024

　　Description

　　Benefits

　　Questions

　　POSITION DESCRIPTION

　　The City of Rochester invites applications for the position of:

　　Procurement Specialist

　　The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

　　We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

　　It takes us all working together.

　　Nature of Work

　　Under general direction, the Procurement Specialist performs procurement and contract administrative functions City of Rochester’s public transit service. Responsibilities include but are not limited to: managing the full-cycle procurement process; purchasing of goods and services; assisting in the negotiation of contracts, and ensuring compliance with legal and regulatory laws. The Procurement Specialist role involves researching, interpreting and/or applying applicable Federal Transit Administration (FTA), State of Minnesota laws, rules, regulations, guidance, and ordinances to purchases and provides expertise in This position also drafts, reviews, and administers contracts necessary to transit operations. Purchases range from small dollar purchases to purchases in the millions of dollars.

　　Starting salary is $79,171 to $$93,142, with advancement to $116,429

　　Review of applications will begin on February 13, 2024. Applications will be accepted until the position is filled.

　　DUTIES AND RESPONSIBILITIES

　　Support the City of Rochester’s procurement objectives for public transit.*

　　Create solicitation schedules based on organizational and departmental project goals.

　　Assist in the development of procurement procedures, including evaluation standards for bid or proposal irregularities, protests and contractor inquiries.

　　Assist in the development of methods to ensure compliance with prevailing wage; Title VI; Disadvantage Business Enterprise Program; and state and federal grant requirements.

　　Review and update procurement policies, procedures, manuals, templates, forms, and records.

　　Assist in preparation of documentation required in support of the FTA triennial reviews, independent audits, state audits, etc. and answer questions from auditors related to procurements.

　　Manage the procurement process in compliance with federal, state, and local laws and regulations, as well City of Rochester policies and procedures.*

　　Develop solicitation documents to include Invitation to Bid (ITB), Request for Proposals (RFP), Request for Information (RFI), Requests for Qualification (RFQ), and other solicitation documents as needed

　　Determine and obtain forms, affidavits, certifications, and other necessary documentations required for the procurement.

　　Prepare and publish solicitations.

　　Coordinate and facilitate pre-bid meetings. Create formats for group discussion and evaluation. Facilitate problem solving. Prepare meeting materials and distributes.

　　Administer the vendor and contract evaluation process.

　　Analyze bids and proposals for content and price; provide recommendations to leadership for vendor and contract for award.

　　Under the direction of the manager, negotiate favorable contract terms.

　　Maintain official procurement files which are subject to audits and public data practices requests.

　　Monitor and maintain vendor contracts.*

　　Ensure contract terms are being fulfilled as defined and amend terms as necessary.

　　Maintain vendor contacts, handles adjustments to purchase orders for changes in materials and/or price adjustments and carries out follow-up procedures.

　　Proactively monitor existing contracts to ensure renewals or new solicitations are prepared in a timely manner to ensure continuity.

　　Resolve contract discrepancies; review and recommend for approval the issuance of contract modifications.

　　Prepare status and budget reports.

　　Provide consultation and technical assistance to teammates and vendors on both routine and complex procurement matters including procurements, purchase orders, and contracts.*

　　Represent the City in dispute resolutions and works to ensure a strong contractually guided professional business relationship with all vendors, contractors, service. providers, subcontractors, and consultants

　　Prepare reports to communicate status of procurements to teammates and management.

　　Provide training to teammates on procurement policies and procedures.

　　MINIMUM QUALIFICATIONS

　　Education and Experience

　　Bachelor's Degree in Business Management, Business Administration, Finance, Accounting or related field and 2 years of experience in purchasing, procurement, contracting and/or grant management;

　　OR

　　Any equivalent combination of education, experience, and training that provides the required knowledge, skills,

　　ADDITIONAL INFORMATION

　　KNOWLEDGE, SKILLS AND ABILITIES

　　Knowledge of: procurement principles and practices; project management practices; applicable Federal, State, and Local laws, rules, and regulations; public contract law; public sector liability issues; contract negotiation principles; mathematical concepts.

　　Skill in: reading, analyzing, and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations; managing projects; negotiating, interpreting, implementing, and administering contracts and related agreements; maintaining records; Preparing reports and business correspondence; Defining problems, collecting data, establishing facts, and drawing valid conclusions;

　　Ability to: handle multiple tasks simultaneously; facilitating meetings; research and interpret data and information; communicate effectively and to establish and maintain effective working relationships; to work as part of a team; work self-directed and be well-organized; exercise independent judgment and initiative.

　　PHYSICAL AND ENVIRONMENTAL CRITERIA

　　In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

　　In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

　　Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

　　Continuous demands: sitting and simultaneous use of hands, wrists, and fingers

　　Frequent demands: reaching and carrying

　　Occasional demands: standing, walking, fine dexterity, lifting, handling, pushing, pulling, kneeling, crouching, bending, and foot controls.

　　Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

　　Environmental conditions that may exist in the performance of the essential functions of this job include: not substantially exposed to environmental conditions during the performance of office work.

　　EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36371&t=637988555643816877)

　　01

　　The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

　　Yes

　　No

　　02

　　What is your chosen name?

　　03

　　Which of the following best describes your level of education?

　　High school diploma or equivalent G.E.D.

　　Less than 2 years post-secondary training

　　Completion of a 2 year program or degree

　　Completion of a 4 year program or degree

　　Completion of a Master's degree or higher

　　None of the above

　　04

　　Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

　　Business Administration

　　Business Management

　　Finance

　　Accounting

　　My degree is in an area NOT RELATED to any of the above

　　N/A - I do not have a degree

　　05

　　Which of the following best describes your years of full-time employment experience in purchasing, procurement, grant management, or contracting

　　No experience

　　Less than 2 years

　　2 or more years, but less than 3 years

　　3 or more years, but less than 4 years

　　4 or more years, but less than 5 years

　　5 or more years, but less than 7 years

　　7 or more years, but less than 10 years

　　More than 10 years

　　06

　　Describe your employment experience in purchasing, procurement, contracting and/or grant management. Please include your position title(s), the employer name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A".

　　07

　　Does your full-time work experience include of the following? (Select all that apply)

　　Determine and obtain forms, affidavits, certifications, and other necessary documentations required for the procurement. Prepare and publish solicitations.

　　Administer the vendor and contract evaluation process

　　Analyze bids and proposals for content and price; provide recommendations to leadership for vendor and contract for award.

　　Prepare status and budget reports.

　　Invitation to Bid (ITB)

　　Request for Proposals (RFP)

　　Request for Information (RFI),

　　Requests for Qualification (RFQ)

　　Proactively monitor existing contracts to ensure renewals or new solicitations are prepared in a timely manner to ensure continuity.

　　08

　　Please indicate the current versions of software that you are PROFICIENT in using: (select all that apply)

　　SAP, JDE or other similar ERP systems

　　Microsoft Word

　　Microsoft Outlook

　　Microsoft PowerPoint

　　Microsoft SharePoint

　　Microsoft Excel

　　Microsoft Office

　　None of the above

　　09

　　Does your years of full-time employment experience include administering state and federal grants related to Public Transit?

　　Yes

　　No

　　10

　　CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

　　Yes

　　No

　　Required Question

　　Agency

　　City of Rochester

　　Address

　　201 4th Street SE Rochester, Minnesota, 55904

　　Phone

　　(507) 328-2555

　　Website

　　https://www.rochestermn.gov/employment

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