2E02

PAY RANGE: EP15*

 

PROCUREMENT SPECIALIST 1

 

GENERAL DEFINITION

 

            This is technical procurement work of limited scope and difficulty in a central procurement agency or in the Department of Aviation.  An employee in this class develops purchasing specifications, purchases an assigned group of commodities,  manages bids and contracts for services, supplies, and equipment (SS&E) or public works construction, or develops, modifies, and monitors contract processing procedures for professional services.  Work includes working independently on less complex assignments, participating with higher level Procurement Specialists to facilitate the purchasing of commodities,  construction contracts, or professional services contracts.  Contact with departmental officials, vendors, contrac­tors, and the general public is a significant aspect of the work.  Work is performed under the general supervision of a technical superior. 

 

ALLOCATING FACTORS:  (The following conditions must be met for a position to be allocated to this class.)

 

1.         The position must have responsibility for purchasing general commodities, or managing public works bids and contracts in the City's central procurement agency or in the Department of Aviation, or developing, modifying, and monitoring contract processing procedures for professional services for the Department of Aviation only.

2.         The position must have responsibility for interacting with contractors, the public and other officials to resolve procure­ment related issues. 

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

 

ALL ASSIGNMENTS

 

            Reviews requisitions or public works contracts for content and conformance to specifications; distributes bid invitations; sets advertising and bid opening dates; tabulates and analyzes bids; determines lowest qualified bidder; checks vendors and/or contract­ors' ability to perform; award orders or contracts to successful bidders; expedites delivery or other matters when necessary.

            Uses digital system to enter, retrieve and revise data on requisitions, bids, and purchase orders using various departmental database systems; may generate or alter spreadsheets or other quantitative and qualitative data analysis tools.

            Maintains classified commodity and bidder's list. 

            Conducts correspondence with user agencies, vendors, govern­mental purchasing officials, and other agencies to obtain information; maintains required records. 

            Reviews information in trade journals, commodity catalogs, and technical publications and participates in professional organizations to become familiar with sources of supply, industry standards, common features, and other information concerning commodities purchased by the City. 

            Gathers information from all available sources necessary for the writing of specifications; writes specifications; performs research into applicable standards and tests developed by other agencies. 

            May prepare reports of studies made and conferences attended.

            Performs related work as required.

 

PERFORMS DUTIES IN ONE OF THE FOLLOWING ASSIGNMENTS

 

GENERAL COMMODITIES ASSIGNMENT

 

            Follows prescribed procedures for purchasing general commodi­ties for information technology equipment and services, automotive and service contracts, food and janitorial supplies, fuel and electrical equipment, hardware and construction material, medical and institutional supplies and office and laboratory equipment. 

            Performs analysis of general commodities and cooperative contracts according to prescribed procedures.

 

PUBLIC WORKS ASSIGNMENT

 

            Follows the prescribed procedures for processing concession contracts and public works contracts for departments involved in capital construction work. 

            Reviews concession public works contract specifications for content and adherence to bidding process such as Office of Economic Opportunity requirements, wage rate and tax regulations and standard contract requirements and supplements.

            Performs analysis of public works commodities and cooperative contracts according to prescribed procedures.

 

PROFESSIONAL SERVICES ASSIGNMENT

 

            Follows the prescribed procedure for developing, modifying, and monitoring contract processing procedures for purchasing professional services; works with requestor to get exact technical requirements and information; translates request into technical purchase specifications or requests for proposals; seeks proposals and bids from vendors and suppliers; prepares for request for proposals or qualifications for professional services for less complex requests; works with higher level specialists to resolve procurement problems, such as delays and execution of contracts.

 

Performs related work as required.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

KNOWLEDGE OF:

 

•           purchasing specification writing

•           the standards, principles, methods, and techniques of purchasing

•           large-scale centralized purchasing methods and procedures

•           the various grades and qualities of commodities and services, and of their source of supply

•           engineering and architectural terminology typically found in construction contracts if required by assignment

•           the markets, market practices, pricing methods and differen­tials

•           commodity cataloging, purchasing, inspection and warehousing operation

•           standard office computer software packages, such as word processing, spreadsheets, and databases, as required by work assignment

·                project management principles of scheduling, communication, and legal compliance.

·                contract management principles of best value selection, monitoring, and supplier 

      diversity

 

ABILITY TO:

 

•           write specifications for a variety of commodities, professional services, service, supplies and equipment, or public works contracts

·                      learn City of Philadelphia buying and bidding procedures

•           learn public contract award practices and regulations as they apply to public works projects

•           learn laws, rules and regulations governing the purchase of municipal commodities

•           gather and analyze facts

•           prepare reports and make recommendations

•           evaluate the financial, production and delivery capabilities of potential bidders and/or contractors

•           evaluate bids/contracts for general commodity and/or construction contracts

•           establish and maintain effective working relationships with suppliers and the public

·                      schedule bid and contract events

 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 4/23.)

 

OPTION 1:

EDUCATION:

 

            Completion of a bachelor's degree program at an accredited college or university.

 

AND

GENERAL EXPERIENCE:

 

            One year of technical experience in the field of purchasing in procurement planning, solicitation preparation, contract development, enforcement of contract specifications for product/service issue resolution, supply chain management, or contract administration and compliance.

 

OR

 

            One year of procurement experience as a Clerk 3, Administrative Technician, or Administrative Trainee 1 for the centralized procurement agency or Airport.

 

NOTE: Additional experience may substitute for the education requirement on a year for year basis.

 

OPTION 2:

EDUCATION:

 

Education equivalent to completion of the twelfth school grade.

 

AND

 

EXPERIENCE:

 

Two years of contracting experience as a Departmental Procurement Specialist.

 

OR

 

Three years of contracting experience as a Contract Clerk.

 

NOTE: Possession of current certification from an industry accepted supply chain/purchasing professional association may substitute for one year of the required education or experience requirements for both options to qualify.

THE FOLLOWING ARE EXAMPLES OF CLASSES THAT TYPICALLY MEET THE MINIMUM EXPERIENCE REQUIREMENTS:

Administrative Technician (2L01) in Procurement Department or Airport

Clerk 3 (1A04) in Procurement Department or Airport

Administrative Trainee 1 (2L06) in Procurement Department or Airport

Department Procurement Specialist (2E08)

Contract Clerk (1B29)

 

           

PHYSICAL AND MEDICAL REQUIREMENTS

 

            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

 

Class Established 8/69

CSC - 8/69

Ad. Board - 9/69

Spec. Revision:

CSC - 2/99

Ad. Board - 4/99

Spec. Revision:

CSC – 8/16

Ad. Board – 10/16

Spec. Revision:

CSC – 6/18

Ad. Board – 7/18

Spec. Revision:

CSC – 6/22

Ad. Board – 7/22

Latest Spec. Revision:

CSC – 3/23

Ad. Board – 4/23

 

JA