Procurement Clerk

Classified - Position - Other, please specify

Job Number

Start Date

Open Date 12/16/2024

Closing Date 02/14/2025

Job Description

POSITION TITLE: PROCUREMENT CLERK - FINANCE REPORTS TO: PROCUREMENT MANAGER

OVER-TIME STATUS: NON-EXEMPT PAY GRADE: 412A

JOB SUMMARY:

Performs basic procurement functions and administrative support duties within the purchasing department to include processing school and department requisitions, drafting procurement documents, determining proper solicitation method, evaluating vendor responses, participating in bid-conferences, and assisting with M/WBE program. This position also assists in maintaining contract modules, prepares reports and presentations, and coordinates meetings. Work is performed under supervision of the Procurement Manager.

ESSENTIAL DUTIES:

• Process requisitions for assigned departments/schools
• Understand and provide support to end users concerning purchasing policies and processes
• Process purchase order change orders and Contract Module change orders
• Assist in the drafting of bids/proposals/quotes solicitation documents as needed
• Post and issue solicitations and addendums in Virginia eProcurement Portal (eVA)
• Coordinate meetings/interviews for bids and proposals
• Provide administrative support (i.e. appointment scheduling, travel, purchase department purchases, prepare reports etc.) for Procurement Manager
• Maintain bid and contract files within the division's Enterprise Resource Planning System (MUNIS)
• Assist in updating and entering vendors in Vendor database
• Assist with M/WBE program as assigned by the Procurement Manager ? Attend Pre-proposal/bid conferences and oral presentations for RFP's as directed by Procurement Manager
• Serve as back up for Purchase Card/Travel Card program if needed
• Performs other duties as assigned

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS

Demonstrated knowledge of Virginia laws, policies and procedures governing public procurement; knowledge of contract documents, solicitation methods and contract administration

related to procurement; knowledge of eProcurement software and P-Card software management systems; demonstrated skill in specification writing ; ability to work on and prioritize multiple tasks and to meet deadlines; ability to analyze and interpret policy and procedures; ability to research, analyze data, suggest solutions, and resolve procurement problems and questions; strong oral and written communication skills; ability to maintain financial records and to prepare reports and statements; demonstrated familiarity with internal control principles analytical and problem solving skills in a high volume processing environment; ability to travel between different locations on an occasional basis; ability to establish and maintain effective working relationships with internal and external customers; computer literacy skills including expertise in Microsoft Office Professional applications; ability to learn new software applications; and ability to work with minimal supervision.

EDUCATION AND EXPERIENCE

High school diploma (or GED) with at least 2 years of experience performing procurement duties preferably in a governmental setting.

MUNIS Financial system experience is preferred.

Bachelor's degree in business administration, management or a related field is a plus.

APPLICATION PROCEDURE:

All applicants please submit an on-line application along with copies of supporting credentials and 2 references. Be sure to connect your application to the advertised position.

PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER

Hourly Rate Range $20.22 - $31.89

Effective Date ASAP

Job Description View Attachment