Job Description

Summary
The purpose of this classification is to procure quality goods and services at the best cost and availability while maintaining high ethical and professional purchasing standards.
Essential Functions
The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Performs purchasing duties as outlined by the purchasing agent.

Supervises and directs assigned staff, maintaining standards, assigning and reviewing work, and coordinating activities.

Receives and reviews purchase requisitions for completeness, accuracy, approvals, and conformity with established procedures; verifies funds availability.

Discerns sole source, contractual, and priority purchases; expedites procurement process when immediate action is required.

Performs some phases of auction of City property, to include location and verification of items.

Obtains or assists with preparation of bid documentation for products to be purchased; opens bids according to state bid laws and maintains vendor bid bond checks.

Reviews bids and analyzes price quotes to procure quality, economically priced items; makes recommendations and contract awards.

Orders to replenish and distributes from work uniform stock supply; verifies incoming orders; special orders uniforms for individual employees; updates employee uniform records; charges uniform distributions to appropriate departments.

Contacts vendor to place approved orders for requisitioned items such as office supplies, materials, equipment, directories, uniforms, and services; purchases contract items from established contacts; issues change orders when necessary.

Coordinates with the Accounting and Financial Reporting Division to reconcile equipment records in order to processes insurance annually and distribute vehicle insurance cards to appropriate departments.

Discusses city purchasing policies and bid specifications with prospective bidders, vendors, and others requiring detailed information on purchasing procedures.

Resolves problems or discrepancies with ordered items and shipments; follows up on back orders and expedites deliveries; returns bid bond checks to vendor when bid specifications are met.

Compiles current comprehensive lists of vendors according to type of goods to be purchased; updates listings and maintains vendor performance records.

Assists with preparation of annual division budget; monitors expenditures for fiscal compliance; reviews, verifies, and approves invoices for goods received.

Prepares auction reports; determines actual gross auction sales and reconciles with net monies collected; adjusts auction item database with sale prices and bidder numbers; creates department reports detailing items old and monies received; creates final reports showing departmental breakdowns and overall sales to ensure disbursement to proper divisions.

Maintains databases of the City\'s vehicle fleet and small equipment inventory; conducts research and submits detailed questionnaires involving ownership and operation of City helicopter and watercraft to ensure proper coverage on excess workman\'s compensation insurance.

Conducts physical inventory counts of assets in all City departments; downloads relevant information to handheld computerized scanner; visits department sites, locates and scans each item, and uploads results to computer.

Verifies, calculates and prepares breakdown report on various City insurance policies, including performance bonds, fleet, property, inland marine, commercial general liability, boiler and machinery, helicopter liability, public official liability, and excess workman\'s compensation; submits each annual renewal and subsequent endorsements to City Council for approval; receives approval for payments, processes breakdown in accounts payable system, and distributes relevant department to appropriate departments; generates and submits completed forms to appropriate insurance companies to add/delete vehicles, property, or other items to/from City policies; maintains binders of these forms and updates upon receipt of endorsements.

Monitors equipment purchases to ensure items had been approved in current budget and are within budget allocation; maintains file of equipment purchased by department.

Maintains list of equipment, such as typewriters, photocopiers, and facsimile machines, requiring maintenance contracts; renews maintenance and/or rental contracts for same.

Responds to questions, complaints, and requests for information via telephone or in person from sales representatives, auditors, employees, supervisors, and others.

Performs other administrative tasks relating to departmental purchasing, specifically: entering/retrieving data to/from computer system, notarizing documents, recording fuel readings, and completing certificates.

Composes and prepares forms, periodic reports, lists, correspondence, and documents associated with the daily responsibilities of this position; prepares and maintains files and administrative records.

Performs clerical support duties, specifically: answering telephones, preparing old records for storage, keeping time sheets and forwarding payroll information, and filing.

Audits annual inventory lists approved and submitted by each department.

Authorizes and issues purchase orders in absence of other office personnel; trained in the essential functions and performs tasks of supervisor and substitutes for co-workers in temporary absence of same.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Recommends policies and procedures that guide and support the provision of quality services by the department.

Incorporates continuous quality improvement principles in day to day activities.

Incorporates the core beliefs of the city within the Accounting and Finance Department in order to achieve the city\'s standard of excellence to be the most innovative and effectively-managed city.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.

Performs other related duties as required.
Minimum Qualifications
Associate\'s degree in Business/Public Administration, Accounting, or related field; three years of experience in general purchasing, accounting, inventory or warehouse management, or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must be able to be certified as a Notary Public. Must possess and maintain a valid driver\'s license.

Minimum Requirements to Perform Essential Job Functions
The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.

PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including computer, printer, typewriter, calculator, copy and facsimile machines, binding machine, and telephone. Physical demand requirements are at levels of those for light work.

DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include directories and registers, catalogs, guidelines, codes, and manuals.

INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange procurement, financial and administrative information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with vendors, elected officials, and the general public.

LANGUAGE ABILITY: Requires ability to read a variety of purchasing, financial, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice such as in public speaking situations before the Finance Committee or at Council meetings.

INTELLIGENCE: Requires the ability to learn and understand relatively complex financial and purchasing related principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE: Requires the ability to record and deliver information, such as in a public speaking situation, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide, and calculate decimals and percentages.

FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include standard measuring and recording devices.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION: May require the ability to discern color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.



The City of Tuscaloosa offers a comprehensive benefits package to full-time permanent employees that includes retirement, vacation and illness leave, paid holidays, medical and dental insurance, flexible spending account, life insurance, and other supplemental insurances and deferred retirement saving plans.

For a more detailed overview of our benefits package, please visit the Employee Benefits Summary within our website or contact the Human Resource Department at (205) 248-5230.