Somerville is a city that upholds progressive principles for both employees and residents. The City of Somerville embraces and encourages an innovative, empowering, and collaborative workplace culture in a fast-paced, challenging environment. The City also offers a generous benefits package that embodies a strong work-life balance. Not only is Somerville a “Model City,” as termed by The Boston Globe, but it is also a model employer.
Statement of Duties
The Assistant Purchasing Director supports the management of the City’s competitive procurement of supplies, services, materials and equipment for all city departments by soliciting bids, proposals and quotations in compliance with the Massachusetts General Laws and City Ordinances. Employee is required to perform all similar or related duties.
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
- Manages daily operations in the Purchasing Department in coordination with Purchasing Director.
- Manages and maintains data systems for incoming procurement requests, contracts (including contract expiration tracking) and purchase orders (departmental spend analysis, etc.).
- Manages Excel-based tracking systems, prepares reports and presents data related to procurement activities to Purchasing staff and city departments to inform decision-making.
- Administers daily operation of MUNIS contract database and purchasing requisition module.
- Reviews and verifies compliance of requisitions prior to generating purchase orders.
- Manages the fiscal-year-end process for the Purchasing Department, including working with relevant staff in Purchasing and other departments to ensure all requisitions, purchase orders and contracts in MUNIS are ready for year-end close.
- Communicates routinely with Auditing Department staff and departmental finance managers to improve operational efficiency and to identify and troubleshoot potential compliance issues.
- Identifies opportunities for operational improvements as part of continuous improvement goals of the Purchasing Department.
- Solicits bids, proposals and quotations for various departments to procure supplies and services, including design and construction services.
- Obtains, reviews and evaluates competitive prices and quotations.
- Assists in the negotiation, awarding and drafting of contracts, renewals and amendments, working with lawyers, internal customers and vendors.
- Prepares and coordinates bid documents, including public notices to bidders, instructions to bidders, price proposal forms, and criteria for evaluation of proposals.
- Works with departments to develop specifications for bids and contracts.
- Assists in routinely updating purchasing policies and procedures.
- Interacts with vendors in pre- and post-award phases, and to facilitate compliant procurement practices.
- Develops and maintains procurement-related records, such as bid solicitation documents, prospective bidders’ lists, documentation of proposal evaluations, notices of award, and contracts.
- Manages other high-priority City-wide efforts and projects on an ad-hoc basis.
- Provides support with City-wide training efforts, including the development and roll-out of procurement resources and materials.
Recommended Minimum Qualifications
Education and Experience: Bachelor’s Degree and five (5) years of experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Master’s Degree preferred.
MCPPO (Massachusetts Certified Public Purchasing Official) certification within six (6) months of appointment. Must maintain MCPPO certification throughout tenure in this role.
Knowledge, Abilities and Skill
Knowledge: Knowledge and experience with public purchasing; knowledge of MS Office, including advanced knowledge of Excel (pivot tables, Vlookup and other programming); knowledge and experience with MUNIS or similar financial databases. SmartSheet experience a plus.
Abilities: Problem solving ability; excellent writing ability including the ability to develop performance standards and measures.
Skill: Administrative skills including ability to organize large amounts of paperwork and data.
The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours in response to attend evening meetings or complete work assignments.
Physical and Mental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.
Few physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. May also be some occasional lifting of objects such as office equipment and computer paper (up to 30 lbs.)
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone, personal computer and/or most other office equipment including word processing, filing and sorting of papers.
Visual demands require constantly reading documents for general understanding and analytical purposes.
Send your resume and cover letter by March 13, 2020 to:
City Hall Personnel Office
93 Highland Avenue
Somerville MA 02143
Email: [email protected]
City of Somerville residents are especially encouraged to apply.
The City of Somerville is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category. Women, minorities, veterans, and persons with disabilities are encouraged to apply. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.
Individuals with disabilities who need auxiliary aids and services for effective communication, written materials in alternative formats, or reasonable modifications in policies and procedures, in order to access the programs and activities of the City of Somerville or to attend meetings, should contact the City’s ADA Coordinator, Nency Salamoun, at 617-625-6600 x2323 or [email protected].