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SalaryThe Pratt Library is looking for a Procurement Specialist. A Procurement Specialist reviews, analyzes, negotiates and processes requisitions for the purchase of a wide variety of supplies, equipment, furniture, and other commodities and or services used by City agencies. Work of this class involves no supervisory duties or responsibilities. Additionally, under the supervision of the Business Office Accounting Supervisor, the Procurement Specialist will be working with and coordinating with vendors, various City of Baltimore departments as well as internal and external customers for all Baltimore City expenditure activity.
Starting Salary: $48,843
Job Type: Full Time
Division: Finance Office
Summary of Duties
The summary of duties listed below is not exhaustive. Additional duties are dependent upon the needs of the hiring department/division.
- Solely responsible for all Procurement for Enoch Pratt Free Library. Enoch Pratt Free Library is a quasi-City of Baltimore Agency. The Procurement Specialist purchases goods and services through City Funding, Trustee Funding, Grants, Donations, Special Programs, State Directive Programs and other funding as required.
- Utilizing the Workday program application to procure goods and services via City Wide Agency Contracts, Pratt Library Agency Contracts, Punch out G2B (Government to Business) contracts, City Amazon, , and various State and Government Cooperative Contracts. This includes obtaining quotes, researching products available via city, state or cooperative government agreements, compiling bids, receiving and reviewing bids, and placing requisitions. Former program application for purchasing was Citibuy that was retired in August 2022.
- Procuring goods or services via Trustee/Private Funding. This includes research for the right product or service, the quality, the price and the vendor to ensure the funds are utilized appropriately.
- Procurement Credit Cards- Responsible for three separate Corporate Credit Card accounts. This includes the Baltimore City Procurement Credit Card, Procurement Specialist Credit Card and Designated Library Trustee Funding credit card for Amazon purchases. Duties include purchasing, returns, statement reconciliation with report and proper accounting coding then processing for monthly statement payments.
- Billing duties include creating invoices for various library meeting room rentals, cooperative agreements with other libraries and schools for statewide involvement in various programs or campaigns.
- Tracking and receiving goods after initial procurement process, to ensure what was ordered was received and then processing for payment via the Workday platform
- Payroll and Timekeeper responsibilities include reviewing and approving timesheets on a 3-employee team for a staff of 400+ using the Workday Application. Duties include Answering questions, following up on hires/terminations, solving payroll problems, guiding/training employees and managers to use Workday, assisting managers during payroll close with timecard submissions, running reports, fixing errors and other various payroll related items
- Review and analyze requests submitted by departmental authorities for the purchase of a wide variety of goods or services in order to determine the requirements of the requesting agency; confer with the agency to clarify requests.
- Communicate as needed with contractors, vendors and departments on payment processing issues, and routine, non-complex and continuing services and supplies such as furniture and office supplies required by departments in order to obtain the best quality and price for Enoch Pratt Library and the City.
- Write, review and approve correspondence to vendors and departments; checks invoices and reconciles receipts on delivered items; and authorizes payments to vendors and contractors.
- Process all routine and non-routine purchase requests for Enoch Pratt Library through Baltimore City Purchase Order system, Workday.
- Follow the Baltimore City process regarding approved procurement instruments/contracts.
- Process expenditures through Workday by identifying and locating appropriate funding sources.
- Serves as backup for reviewing, processing, and troubleshooting all Enoch Pratt Free Library employee reimbursement requests coordinating with the respective departments.
- Process recurring payments, rentals, postage, and utilities as well as employee expense reimbursements.
- Act as first point of entry for Workday payroll processing.
- Work directly with various City of Baltimore departments including: Procurement, Accounting, and Budgeting.
- Perform various administrative tasks including audit support and light accounting duties, as needed.
- General office duties include answering phones, directing employees to proper department, assisting and reporting to CFO weekly to provide updates on Procurement Items, schedule meetings, general building maintenance and repairs.
Knowledge, Skills, and Abilities
- Advanced knowledge of principles of procurement and of a purchase order system.
- Technical knowledge, proficiency, and hands on ability in automated procurement systems operation (Workday preferred).
- Demonstrated strong communication and customer service skills.
- Proficiency in GSuite and MS Office.
- Proven ability to meet deadlines in a fast paced environment.
- Demonstrated ability to be a Team Player.
Position of Trust
- Those under final consideration for appointment will be required to authorize the release of and successfully complete a criminal conviction check.
Please submit a resume.
