This job position belongs to Administrative Support, Clerical and Service occupation group. Please ensure you create or submit a resume associated with the Administrative Support, Clerical and Service occupation skills matrix.
This position is a junior level position responsible for the purchase and delivery of goods and services for the organization. This position requires current knowledge of legal and regulatory industry requirements and trends to ensure that the organization’s purchasing function uses and recommends for use, vendors and products that meet the organizational standards of quality at competitive prices. This position reports to the Coordinator of Purchasing.
Typical duties include:
- Acquire goods, materials and contractual services for other civic departments and related agencies in accordance with recognized purchasing practices and the corporation’s policies and procedures.
- Provide purchase authorization on behalf of the organization for goods and services within delegated purchasing authority limits.
- Develop the most appropriate procurement approach among several strategies i.e. knowing and understanding the marketplace, contract terms, competitive bid methods (tender and request for quotations) to ensure organizational standards of quality at competitive prices are met.
- Develop and market competitive opportunities to acquire goods and services.
- Evaluate bids to ensure compliance and then consult with clients to evaluate bids, compare prices, specifications, delivery commitments, and other factors.
- Develop legally binding contracts as well as enforce active contracts and meet with vendors and clients to resolve conflicts and/or miscommunication and consult with Legal when required.
- Prepare, market and award Offer to Purchases for the sale of surplus assets.
- Contact potential suppliers to determine availability and price of the required goods, materials or contractual services.
- Prepare specifications and issue request for quotations and tenders within delegated purchasing authority limits.
- Investigate to resolution and authorize the release of invoices on hold.
- Close out purchase orders and blanket orders.
- Act as the first point of contact for the client departments on procurement related issues or questions such as purchasing policies, procedures, p-card program and invoice discrepancies.
- Monitor and analyze purchasing activity on Blanket Orders and P-Cards to identify possible trends and for compliance to policies.
- Assist the Senior Purchasing Agents as required with higher level files such as bid summaries, contract award notifications, contract preparation, contract amendments.
- Assist the Coordinator with tasks relating to procurement programs and projects.
- Educate internal clients on effective procurement methods as well as policies, procedures, and compliance.
- Provide one-on-one and classroom training to on-line systems to City employees in the various departments.
- Conduct vendor research when necessary for the maintenance of the vendor table.
- Perform expediter duties to ensure the delivery commitments are met by the vendor.
- Ensure confidentiality as this position deals with sensitive information and details related to procurement issues that are highly confidential in nature.
- Ensure accuracy and high level of work standards to minimize legal and reputational risk to the organization.
- Maintain integrity and ethics consistent with the City’s purchasing policy and with the purchasing profession’s code of ethics.
- Monitor and follow applicable laws and regulations.
- Perform related work as required.
Candidates will be screened on the following criteria:
*** To be considered for this position you must clearly identify your qualifications, experience, knowledge, skills and abilities and where you obtained them in your application/resume. ***
- Typically the knowledge, skills and abilities required are obtained through completion of Year 1 of the Supply Chain Management Association (SCMA) Supply Chain Management Professional Designation Program and three (3) years’ experience in an automated purchasing and materials management environment. Preference will be given to Public Sector experience. Experience with computers and various office, purchasing and materials management software applications is essential – OR – A Certified Professional Public Buyer (CPPB) designation from the Universal Public Procurement Certification Council (UPPCC) and three (3) years’ experience in an automated purchasing and materials management environment. Preference will be given to Public Sector experience. Experience with computers and various office, purchasing and materials management software applications is essential.
- Knowledge of the principles and practices of centralized procurement and current developments in procurement.
- Knowledge of the laws, regulations and trade agreements governing City of Regina purchasing practices.
- Knowledge of the competitive bidding process.
- Thorough knowledge of the various Tax Acts and of their application to purchasing transactions.
- Knowledge of the types, characteristics and supply sources of commodities and services commonly required by municipal government.
- Knowledge of commodity code classification.
- Ability to apply or prepare proper descriptive terminology or established specifications to requisitions for commodities and services.
- Ability to author and apply contract provisions necessary for the commodities and services being purchased.
- Ability to obtain and evaluate competitive bids for the purchase of commodities and services.
- Ability to secure, interpret and analyze technical data, and to exercise sound judgement in arriving at conclusions.
- Ability to establish and maintain effective working relationships with internal clients and the City’s supply chain.
- Ability to use computerized purchasing systems and word processing, spreadsheet and database software applications.
- Must possess a valid Class 5 driver’s licence.
- Must have the means and ability to travel to various facilities and job sites (a travel allowance is provided).
- Must be registered or eligible for registration with the Supply Chain Management Association and the National Institute of Governmental Purchasing.
- Must maintain the professional designation.
*Note: Testing may be done to evaluate knowledge, skills and abilities.
*Note: In accordance with the City of Regina's Criminal Record Check Policy, the position requires that the successful candidate provide a satisfactory Criminal Record Check as a condition of employment.
*Note: Candidates selected for an interview will be required to provide proof of acquired education.
Division: Financial Strategy & Sustainability
Department: Financial Services
Salary Grade: 10 (CUPE Local 7)
Salary: $24.39 - $31.17/Hour; $46,502 - $59,429/Annum (Plus a $3.00/hour market supplement)
The City of Regina values diversity in our workforce and encourages applications from all qualified Employment Equity candidates.
We will contact applicants we wish to consider within six weeks of the competition closing date. All applicants are thanked for their interest.