ESSENTIAL JOB FUNCTIONS: Works under the general direction of an assigned manager to administer the centralized procurement functions of the city.
Prepares bids and contracts to include the processing of contract change orders, amendments, extensions, encumbrances, final payments in accordance with the budget, accounting procedures, risk management insurance requirement.
Monitors online bids, provides online answers to suppliers, and enters surrogate quotes and disqualifies quotes as needed.
Reviews and prepares negotiated contracts.
Attains Requests for Proposal (RFP), and competitive bidding.
Prepares and submits Legal Notice to Bidders competitive bid advertisements and informs and assists suppliers with procedures to utilize the Oracle system as related to the Request for Qualification (RFQ) process.
Conducts analysis and prepares statistical and procurement-related documents and reports on vendor spending for management review using various computer software applications.
Administers the assignment of special bids and/or specification development.
Reviews and approves formal bids specifications and contract drafts prepared by designated professional staff.
Coordinates the preparation of the exhibit of contract recommendations and statistical data of vendor’s participation.
Prepares designs, evaluates, and issues bid specifications.
Conducts pre-bid meetings and bid openings and confers with office heads to prepare contract documents for designated specifications.
Prepares and conducts formal bid sessions.
Drafts and negotiates contract terms and conditions with vendors to maximize value and minimize costs.
Drafts and reviews contractual documents consistent with policies and applicable laws.
Prepares new contracts, amendments, or renewals, which are consistent with procurement standards.
Conducts appropriate specification research to support commodities or services for product specifications, performance standards, contract requirements and funding sources.
Assists in the preparation of semi-annual vendor performance and procurement contract evaluations to ensure compliance.
Conducts onsite visits through various locations by driving throughout the city as needed.
Utilizes strong analytical skills to review and edit specifications sets and contract language to comply with purchasing guidelines.
Analyzes award recommendations and justifications from divisions for compliance with purchasing policy and procedures and local, state, and federal laws, acts as a liaison between divisions and suppliers for the procurement of goods, services, and construction projects.
OTHER FUNCTIONS:
Performs additional functions (essential or otherwise) which may be assigned.
TYPICAL PHYSICAL DEMANDS: Must be able to communicate clearly both verbally and in writing with vendors, contractors, and staff members at all levels.
Requires the ability to operate general office equipment such as a computer, calculator, telephone, fax, and copier.
TYPICAL WORKING CONDITIONS: Majority of work is performed in an office environment.
MINIMUM QUALIFICATIONS: Bachelor’s degree in Business Administration or related field and five (5) years’ professional experience in contract analysis and preparation preferably in a public-sector environment; or any combination of experience and training which enables one to perform the essential job functions.
Working experience with various computer software applications including Microsoft Office and Oracle preferred.
The City Charter requires that City Employees must establish residence within Shelby County within six (6) months from date of Employment.
Proof of residence will be required at the time of hire.
The City of Memphis is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities.
To request disability accommodation in the application process, contact the Office of Talent Management at talent.
management@memphistn.
gov
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