Under general supervision of the Contract / Procurement Analyst and within their delegated procurement authority, the Procurement Specialist 1 (PS1), at the Detroit Water and Sewerage Department (DWSD), provides a variety of procurement tasks & services to efficiently purchase materials, supplies, equipment and services to support DWSD internal departmental customers. The Procurement Specialist 1, in accordance with DWSD's Ethics & Procurement policies as well as the NIGP code of conduct for a Procurement Professional, is responsible for reviewing requisitions, creating and processing solicitations to ensure policy compliant contracts are issued in compliance with standard operating procedures (SOPs) to meet the needs of DWSD in an ethical, comprehensive and systematic manner. Duties also include, full contract administration services, and providing support to the Analysts and PS3 & PS2 as needed. Per DWSD's needs, PS1 team members are required to learn, follow, train and guide others in Federal, State and City level procurement requirements, best practices and guidelines, as applicable. Adherence to all applicable DWSD, City, State and Federal ordinances, rules and regulations, division policies, standard operating procedures and DWSD's "The Way We Work" rules is mandatory. ESSENTIAL JOB FUNCTIONS: Reviews requisitions, specifications, conducts market analysis, prepares and with supervisor approval, publishes solicitations, tabulates response and verifies responsiveness, compliance, requests recommendations and seeks required approvals to ensure a fair & transparent process, an appropriate vendor's selection, and contracts executed per DWSD's Ethics, Procurement and other relevant policies. Additionally, job responsibilities include but are not limited to, contract administration / contract life-cycle management activities, liaison between internal customers and suppliers for issue resolution, relevant reporting, systems maintenance, vendor outreach and administrative tasks. Security and safety policies and procedures must be adhered to in carrying out work duties. RELATED JOB FUNCTIONS: * Position may be called upon to participate in specific project activities. * Prepare simple graphs and charts and other statistical records. * Provide tactical support in vendor outreach activities * Participate in DWSD's Annual Physical Inventory * Perform related work duties as assigned.
KNOWLEDGE OF: * Clerical and office protocol, records management and using standard office equipment safely * Principles of public procurement * Solicitations, contract terms & conditions, policies and ordinances * Legal aspects of public procurement * Contract life cycle administration, AP reconciliation, change management * Industry standard methods, and practices involved with the logistics, delivery, inspection, testing and receipts of materials/ supplies / services and working knowledge of Accounts Payable (internal) & Accounts Receivable (vendor) functions SKILL TO: * Provide courteous customer service and solutions to customer issues through professionalism, problem- solving and data based, ethical decision-making * Work effectively in a team-based, flexible workforce environment with minimal supervision * Work effectively, with minimal supervision, independently on regular tasks & assigned deliverables * Communicate effectively, both verbally and in writing, with appropriate attention to detail, correct syntax, grammar and spelling * Efficiently manage procurement timelines, multiple priorities and meet deadlines * Produce professional quality memos, letters, documents, solicitations, etc. with accuracy, attention to detail and timeliness * Conduct effective meetings, presentations, and build supporting documentation into each contract files * Build strong working relationships to effectively and efficiently conduct business * Motivate, train, support and develop teamwork among staff * utilize computers and software, including but not limited to, MS Office suite, ERP systems, Adobe, Lucid Chart / Visio proficiently ABILITY TO: * Understand and follow verbal and written instructions consistently in a professional manner * Support supplier meetings, walk-throughs, site visits, start-work meetings, issue resolution meetings, etc. with courtesy & professionalism * Document and publish meeting minutes applicable to the above mentioned meeting scenarios and track & follow up on deliverables. * Maintain accuracy of informational databases in Novatus / Fusion / Smartsheet / other system to ensure compliance to State and City mandates as well as policies procedures and processes * Generate and respond to correspondence regarding solicitations, requisitions, cancellation of orders, change inquiries, change orders, status / updates, FOIA requests and to internal customers /external customers / supplier inquiries as needed by telephone or in writing * Review low $ requisitions and confer with customers regarding minimum qualifications requirements, specifications, warranties, forecasted volumes, timelines, lead time, etc. as needed, to build a robust solicitation that ensures appropriate delivery of goods and/ services * Apply industry standard methods to verify sole source, locate viable sources of supply, conduct preliminary price studies, simple market analyses and compile relevant supplier data * Prepare and process solicitations for low $ requisitions through recommendation of approval and award per procedural requirements * Review and address discrepancies in the procurement process with the Contract / Procurement Analyst * Track and follow-up to confirm and document supplier's acceptance per procedure. * Track and expedite delivery of goods / services as needed for warehouse critical parts replenishment * Administer contracts post-award through contract life-cycle management activities - includes but is not limited to creating simple reports and tracking deliverables. * Periodically verify accuracy and update contract ownership in Fusion to match current personnel and update as approved by the Analyst or Manager * Track expiring and depletion of contracts and purchase order releases and liaise with internal customers to address next steps. * Plan & co-ordinate Vendor Outreach Activities. * Cover deliverables for the Procurement Specialists during absences * Assist in the preparation / update of work instructions, forms, internal training materials, to maintain the Procurement and Vendor manuals, ensure annual policy compliance certificates are current and support the strategic procurement plan * Effectively utilize appropriate security and safety equipment and procedures * Maintain regular and reliable attendance REQUIRED EDUCATION AND EXPERIENCE (position requirements at entry) * An Associate's Degree from an accredited College and a minimum 2 years of recent experience in Public Procurement, directly procuring commodity and services contracts with evidence of progressive responsibility Or * An Associate's Degree from an accredited College and a minimum 4 years of recent experience in industry procurement, directly procuring commodity and services contracts with evidence of progressive responsibility Or * Bachelor's degree; preferably in Business / Public Administration / Finance / a Purchasing-related field and a minimum 1 years of recent experience in Public Procurement / 3 years of industry procurement experience directly procuring commodity and services contracts with evidence of progressive responsibility DWSD Division leadership reserves the right to modify / waive education requirements based on evidenced experience. ESSENTIAL REQUIREMENTS Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Environmental Working Requirements: * Work is performed in an office or plant environment with exposure to computer screens and noise * Valid Michigan Driver's License * Ability to work irregular hours, to commute to DWSD facilities and work sites, and respond to after hour emergencies and on-call responses The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position. Employees in this class are required to undergo alcohol and drug screening and are subject to a criminal background investigation.
Please apply at https://www.governmentjobs.com/careers/detroit and include a copy your current resume. Benefit information can be obtained at https://detroitmi.gov/departments/human-resources-department/city-employee-information.
Name: Chai Spight
Closing Date: December 31, 2021