Contract / Purchasing Administrator

$30.12 - $45.18 hourly
  • City of Cottonwood
  • Cottonwood, AZ, USA
  • Mar 07, 2023
Full time Purchasing

Job Description

Under supervision of the Financial Services Director through the Accounting Manager, this position is responsible for preparing, examining, analyzing, negotiating, and revising contracts that involve the purchase or sale of goods or services such as equipment, materials, supplies, professional services, construction, or products.  Will work in coordination with management and legal staff, as required.  Also performs and manages purchasing duties for the CityResponsible for drafting, reviewing, and comparison of specifications and prices of competitive items; the quality of merchandise and/or services purchased or to be purchased by the City; interpretation of contract terms, conditions, and specifications; the evaluation of proposals, bids, and quotations; and the awarding or recommendation of contract awards within prescribed limits; solicits bids and negotiates contracts; and performs related duties as assigned. 


CLASSIFICATION: This is a non-exempt, full-time, classified position with full benefits.


ESSENTIAL FUNCTIONS:  Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.




Contract manager for City-wide contracts.  Prepares and revises contracts and change notices.    Coordinates with department head or designated person on respective departmental contracts.  Communicates with suppliers, contractors, department officials and employees regarding purchase requisitions, specifications, quotes, bids and proposals, contracts, orders and related matters. Reviews requisitions for consistency with standard specifications in order to assure the purchase of appropriate goods; and prepare quotes, invitations for bids, and requests for proposals covering commodities purchased by the City in order to assure commodities are acquired in compliance to public purchase standards. Conducts pre-bid conferences and competitive negotiations on proposals in order to explain purchasing standards and to obtain bids and proposals. Solicits bids, makes award recommendations and administers term contracts in order to obtain and assure contracted services. Prepares, maintains and manages list of vendors to whom requests for bids are to be sent in order to standardize and expedite the bidding process. Secures quotations and place orders for emergency purchases of commodities when bids are not required in order to meet the immediate purchasing needs of City departments. Assures compliance with contracts.  Processes claims with vendors for damaged materials, monitor invoices for accuracy, and obtain credits when appropriate. 


Assists the Accounting Specialist in managing Accounts Payables for the City, verifying purchases for accuracy of accounting codes.  Scans for legitimacy of items purchased; assists with preparation of invoices and statements and batches according to date expenses were incurred; enters data in accounting software, and retains a copy of check with supporting documentation; files checks issued.  Maintain the Capital Fixed Asset module, and record all assets as they are acquired, or disposed of. 


Actively supports and upholds the department’s and City’s stated mission and values, including being open for business and providing excellent customer service that is externally focused. Actively works to inspire a vibrant community through departmental work and ensures departmental work fits the ‘Heart of Arizona Wine Country’ branding.  May perform other duties as assigned.





Knowledge of purchasing procedures and negotiation techniques.

Knowledge of the principles, concepts, and practices of procurement management in the public sector.

Knowledge of various grades and qualities of materials, supplies, parts and equipment typically used in municipal services.

Knowledge of the sources of supply, current market conditions, price trends, and new product development methods and sources.

Knowledge of general laws and regulations applicable to procurement procedures and purchasing operations.

Knowledge of general laws and regulations applicable to the procurement of technical registrants and other professional services.

Knowledge of general laws and regulations applicable to construction procurement and contracting.

Knowledge of the functions and activities of the City.

Knowledge of the City Code.

Ability to evaluate quality and price of products to judge suitability of goods and alternatives offered.

Ability to analyze, evaluate, and modify purchasing methods and procedures.

Ability to maintain accurate records and controls.

Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

Ability to utilize data to develop sound conclusions and proposals.

Skill in Microsoft Office products and other relevant and related technology and software programs.

Skill in the efficient production of written communication materials, including legal documents, contracts, RFPs, etc.

Skill in research and in-depth data analysis.

Skill in editing, analyzing, and reviewing the work of others

Skill in collaboration, teamwork, and building sustainable working relationships.

Skill in negotiations and compromise.


PHYSICAL REQUIREMENTS: This position will typically require:  reaching, fingering, grasping, lifting (up to 50 lbs.), kneeling, carrying, pushing, pulling, talking, hearing, seeing and repetitive motions.  Work is conducted in a combination of indoor, outdoor and warehouse environment.  Majority of work day will be in an office setting. 


MINIMUM REQUIREMENTS: Bachelor’s degree in purchasing, contract administration, financial accounting, business administration, public administration or related field, OR education, training and/or experience equivalent to five years of full-time professional-level experience involving the acquisition of equipment, supplies, commodities, or services for a government agency or private company. Experience should include working with a substantial purchasing program involving a competitive bidding and negotiation process.  Experience in developing, evaluating and administering contracts, preferably for a municipal government, is required.  Must have or be able to obtain a valid Arizona driver’s license by date of hire.  Highly desirable:  NIGP (National Institute of Governmental Purchasing) CPPB (Certified Professional Public Buyer) or CPPO (Certified Public Procurement Officer) certification.