Position:		Procurement Administrator
Municipality:		Town of Madison
Close Date:		3/31/2023

Town of Madison, Connecticut

Position Description

Title:                           Procurement Administrator

Department:              Finance

Date:                           January 2023                        

                                    Grade 11:  35.5 hours

Purpose of Position

The purpose of this position is to perform and direct all functions related to Town and Board of Education procurement activities.  Develops and administers the Town’s purchasing programs in accordance with Town Charter and policies/regulations.  Coordinates the purchase of town-wide products. Recommends and assists all departments with procurement related goals and objectives.

Prepares Bid/RFP documents including specifications in conjunction with departments; prepares advertising; analyzes Bid/RFP responses, involved in the interview process and assists in recommending contract awards.

Assists Departments in finding Grant funding sources; assists in writing grant applications and continued administration of awards. Provides fiscal management of state and federal grants on large scale projects.

Acts as a resource for all Town and Board of Education departments. The work is performed under the Director of Finance.

Essential Duties and Responsibilities

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

·         Develops, refines, monitors and enforces procurement policy and procedures in compliance with the provisions of the Town Charter, Regulations and Best Practices.

·         Obtains goods and services at the lowest cost while remaining consistent with considerations of quality, reliability of sources and urgency of need. 

·         Manages town-wide purchasing and/or contracting for all services, supplies, furniture, and equipment. Continues to monitor selected vendors to ensure the procurement policy and procedures are followed. Maintains a Procurement Calendar.

·         Coordinates with other public agencies on cooperative purchasing programs. Leads the Town on use of state bid lists and online auction purchases.

·         Develops specifications, solicits bids and prepares contracts for purchases.  Collaborate and counsel departments on RFPs, including developing a formal initial data gathering process.

·         Maintains Bid/RFP schedule for all issuances and responses.

·         Advises and recommends to the Finance Director when a bid waiver would be appropriate.

·         Provides assistance on financial, statistical and technical information on special projects, as needed. 

·         Assists Departments when seeking funding through various Grant resources; assists Departments in developing, writing, and filing Grant applications.

·         Assists in the administration of grant applications and awards, including documentation and required approvals. Monitors and assists in reporting and reimbursement requirements.

·         Maintains a Grant database for grant applications, which would include status updates, contact information, contract requirements, and related Town initiatives.

·         Arranges for the disposal of, or negotiates the sale of, all surplus, worn-out, or obsolete equipment, supplies, and materials.

·         Assists with fixed assets and reporting.  May record fixed asset acquisitions and disposals, produces depreciation reports.

·         Performs other related finance functions as assigned or required.

Minimum Training and Experience Required to Perform Essential Job Functions

• Bachelor’s degree in Finance, Business or Public Administration, Accounting or closely related field and have three to five (3-5) years of responsible accounting/purchasing experience or any combination of education and experience that provides equivalent knowledge, skills and abilities.  A certified purchasing designation is highly desirable.  An ability to obtain certification as a Certified Professional Public Buyer (CPPB) is required within two (2) years from date of hire.  Municipal experience highly desirable. Experience with MUNIS software is preferred. Knowledge of Grant Writing is preferred.  Candidate must possess a valid driver’s license and be able to successfully complete a complex background investigation.

Physical and Mental Abilities Required to Perform Essential Job Functions

Language Ability and Interpersonal Communication

·         Requires the ability to perform high level data analysis including the ability to audit, deduce, assess, conclude and appraise.  Requires discretion in determining and referencing such to established criteria to define consequences and develop alternatives.

·         Requires the ability to persuade, convince, influence, train and monitor, in favor of a desired outcome.  Requires the ability to act as a lead person.

·         Requires the ability to utilize a variety of reference, descriptive and/or advisory data and information such as budgets, statistical reports, bills, invoices, reports, inventories, ordinances, contracts, manuals, procedures, guidelines and non-routine correspondence.

·         Requires the ability to communicate orally and in writing with the First Selectman, Board of Selectmen, Board of Finance, Director of Finance, Directors of all Departments, auditors, bankers, vendors and the public.

·         Requires proficiency in a variety of standard computer operating systems including; word, excel, power-point, outlook and municipal accounting systems.

Mathematical Ability

·         Requires the ability to perform addition, subtraction, multiplication and division; and to calculate percentages and decimals; may require the ability to perform mathematical operations with fractions, algebra and statistics.

Physical Requirements

·      Requires the ability to operate equipment, machinery and tools such as a computer and other office machines and/or related materials used in performing essential functions.

·         Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.

·         Tasks involve the ability to exert light physical effort in sedentary work, but which may involve some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.

·         Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials and tasks.

Environmental Adaptability

·         Ability to work under safe and comfortable conditions where exposure to environmental factors is minimal and poses a very limited risk of injury.

The Town of Madison is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.