|Position:|| ||Procurement Administrator|
|Municipality:||Town of Madison|
Town of Madison, Connecticut
Title: Procurement Administrator
Date: January 2023
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 Townís 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.
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
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
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
- Bachelorís 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 driverís license and be able to successfully complete a complex
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
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.
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.
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.
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.
We are an Equal Opportunity Employer.
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