Purchasing Specialist

About this opportunity: 

The City of Asheville is pleased to accept applications for the position of Purchasing Specialist for the Finance Department.  The ideal candidate will be a team player who can deliver excellent customer service to all of the City's departments and vendors.  They will have a good working knowledge of governmental purchasing principles. Additionally, this person will have excellent written and verbal communication skills as well as experience with Google Suite and ERP software. 

Weekly Schedule: Monday - Friday, 8:30 AM - 5:00 PM (Hybrid Work schedule available)

• Researches and develops bid specifications for purchasing apparatus, supplies, material and equipment. Collects, reviews, and revises existing specifications and prepares new specifications in conjunction with the requesting department. Evaluates bids based on general statutes as well as policy and procedure to determine the lowest, responsive, responsible vendor in collaboration with the requesting department in order for a recommendation for award. 

• Administers competitive bidding process: prepares quote/bid documents, advertisements to; obtain competitive quote/bid from appropriate vendors; analyzes, evaluates, and tabulates quotes/bids and guides staff in making recommendations or selecting vendors within defined commodity limits. 

• Compiles vendor lists for quotes/bid distribution: distributes bids to vendors; researches vendors, and market conditions, price indices; reviews quotes/bids from bidders, evaluates vendor performance and term contract compliance; answers questions from vendors regarding City policies and procedures, procurement laws, and other issues. 

• Conducts and Manages Public Bid Openings

• Monitors recurring term contracts for apparatus, supplies materials and equipment.

• Processes approved purchase requisitions: receives approved requisitions; evaluates for bid process, bids and awards as required to convert to a purchase order.
  

• Uses the City’s website to post bids as well as the NC State Electronic Vendor Portal (eVP). 

• Communicates with supervisor, other City employees, vendors, the public, outside agencies and organizations, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. 

• Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records. Disparity Study data is included in the record retention and organization of such documents

• Performs related duties in support of department activities: provides customer service both internally and externally, ; leads training sessions on a variety of Purchasing tasks, assists with training other Purchasing staff members, checks mail; deposits checks,  maintains purchasing records, maintains cleanliness of work areas, etc. 

• Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position. 

• Knowledge of  local, state, and federal laws, rules, regulations, policies, and procedures governing purchasing, surplus disposal, and bidding and contracting.

• Standard office practices and procedures, including but not limited to the operations of personal computers, including Google Suite and ERP Software, and other essential office equipment. 

• Providing excellent customer service that coincides with the philosophy of the City.

• Maintaining accurate records and preparing clear and accurate reports for informational, auditing and operational use.

• Reviewing and verifying accuracy of data.

• Making sound, independent judgments within established policies and procedures.

• Strong organization of own work, setting priorities and meeting critical deadlines.  

• Communicates with supervisor, other City employees, vendors, bidders, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

• May be required to possess and maintain a valid Certified Local Government Purchasing Officer certification.