Karen Smith

This position performs responsible administrative work in the operation of the Police Department's central purchasing function. Procures needed police supplies and services through vendor contact and acquisition, in accordance with the requirements of the City Code, Purchasing Manual and Police Department General Order. Duties employ the exercise of independent judgment and office knowledge within the scope of established policies and procedures. Examples of Duties:

• Coordinate requests from Police Divisions to develop clear concise specifications and product needs.
• Enter received goods in Munis system, annotate invoice with all pertinent budget information and authorize payment by forwarding to the City's accounts payable.
• Utilize the TME system for inventory control of all issued equipment to Police Officers and other Department personnel.
• Uses City credit card and adheres to all guidelines, spending limitations and regulations for its use. Reconcile credit card statements to ensure receipt and accurate billing information prior to submission to accounts payable. Create and maintain file to support all credit card purchases.
• Purchase supplies and equipment for the Police Department. Prepare purchase order requisitions for correct amounts, over-written quotes, appropriate attachments, proper expense codes, and signatures.
• Maintain petty cash fund, issue money to purchase small items and reimburse authorized purchases.
• Complete monthly budget report for Deputy Chief.
• Maintain spreadsheet of purchase orders and blanket purchase orders, noting when items are received and paid.

As a Buyer, I worked primarily with Public Works Departments/Division. Examples of duties:

• Analyzed requirements and prepares and issues competitive solicitations in accordance with the requirements of the City Code and Procurement Manual.
• Coordinated requests from City Departments and divisions to develop clear concise specification and product needs.
• Reviewed purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual.
• Performs analysis of bids or proposals received. This includes ensuring strict compliance with specifications on advertised procurements, and assists departments and divisions with preparing recommendation of award to the most responsible, responsive bidder or offeror.
• Performed detailed analyses to determine responsiveness and responsibility of bidder or offeror.
• Conducted pre-bid, pre-proposal, and post-award conferences and meetings.
• Conducts bid and proposal openings.

I was employed in clerical positions at various locations within the city and each transfer elevated my position via promotion. All of these positions utilized my strong office and customer service skills.