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CiTi BOCES has an opening for a Purchasing/Bid Specialist. This is a managerial position responsible for the development and management of the competitive bidding process of commodities, goods and services for CiTi BOCES and school districts participating in the cooperative purchasing service. The work involves coordinating and performing the tasks of county-wide bid solicitations, preparation of detailed specifications, communicating with vendors, and the researching of trade material for the purpose of purchasing of goods and supplies. The work is performed under the general direction of the School Purchasing Officer and/or Coordinator of Business Administration with high latitude for the exercise of independent judgment. The position requires that the incumbent maintain a wide range of professional contacts and that he or she be able to provide guidance to departments, school district personnel, and vendors on the proper procedures when soliciting bids. Supervision may be exercised over clerical staff. The incumbent in this class is responsible for backing up the Purchasing Agent and providing routine assistance with all procurement and competitive bidding processes. The incumbent will perform all related duties as required.

PRIMARY WORK ACTIVITIES:

Typical activities characteristic of the class.

• Develops, prepares and reviews specifications for standard and complex bids, RFP’s for goods and or services for solicitation;

• Ensures bids contain accurate specifications while meeting all legal requirements as determined by Oswego County BOCES purchasing policies and guidelines, NYS Ed, Finance and General Municipal laws;

• Organizes cooperative purchasing efforts with various district departments by meeting with facilities, food service, business office, department leaders and/or secretarial staff to assure that their needs are addressed in bid specifications for services and for procurement of equipment, services, and supplies;

• Communicates and/or corresponds with participants to define needs and with vendors, dealers, firms, or suppliers concerning materials, contracts, deliveries, inquiries, price quotations, complaints, substitutions, etc.;

• Holds bid openings and ensures bids received meet the specifications and legal requirements of the bids; analyzes bid submissions and makes recommendations for acceptance or rejection to the Board of Education; awards the bids upon authorization of the BOE;

• Meets and negotiates with vendors and may coordinate purchase requests to assure optimum value for acquisitions;

• Seeks the advice of Counsel on complex bids, as necessary.

• Keeps abreast of NYSOGS bids, and other purchasing cooperatives establishing contacts with each to assist in determining best pricing for participants;

• Keeps abreast of current price trends, market conditions and new or improved items of supply;

• Files appropriate documents with the NYS DOL for certain projects where prevailing wage maybe applicable;

• Prepares, maintains and updates documents for use by districts in developing bid packets.

• Obtains and studies comparative price quotations to ensure economy in purchases;

• May analyze market conditions by researching current technical publications and practices to determine pricing trends or product qualities;

• May analyze drawings, examine samples, and attend demonstrations to determine compliance with specifications;

• Acts as the liaison between participants and awarded vendors when issues surface including the issuance of complaint letters and contract cancellation notices;

• Prepares reports and correspondence regarding bids, requisitions, cancellations of orders, price changes, adjustments, and contract execution;

• Provides training to school district staff on proper use of bids, and standard purchasing practices, within the guidelines of each school districts’ established policies and procedures;

• Reviews, issues and distributes purchase orders in the absence of the Purchasing Agent;

• Performs other related duties as required.

Job Qualifications

MINIMUM QUALIFICATIONS:

A. Possession of a bachelor’s degree in accounting, business administration, marketing or closely related field and one (a) year of experience involving preparation of material and services purchasing, including item pricing and cost analysis of goods in large scale purchasing of a variety of commodities or closely related experience; OR

B. Possession of an associate’s degree in accounting, business administration, marketing or closely related field and three (3) years of experience as described in “A” above; OR

C. Graduation from high school or possession of an equivalency diploma and five (5) years of experience as described in "A" above; OR

D. An equivalent combination of training and experience as defined by the limits of “A”, “B” and “C” above.

Applicants must take the Purchasing Bid Specialist civil service exam and be reachable to obtain the position.

Position Start Date:06/13/2024

Application Deadline:05/24/2024

Civil Service Title: Purchasing/Bid Specialist

Job Number: NI05102024