Job Details

Salary: $52,199.84 - $67,200.89 Annually
Location : Portsmouth, VA
Job Type: Full-Time Regular
Job Number: FY2025-01236
Department: Finance
Opening Date: 01/07/2026
Closing Date: 1/21/2026 11:59 PM Eastern

General Statement of the Job & Essential Functions

Under general supervision, this position performs professional purchasing and procurement functions, and purchases supplies, materials and equipment for use citywide. Reports to the Purchasing Officer.
ESSENTIAL JOB FUNCTIONS
Serves as a liaison between the city, vendors and citizens; reviews requisitions to determine the appropriate type of equipment, materials and supplies to meet the needs of departments; prepares requisitions for request for proposal, and provides assistance to city departments with the procurement process.

Responsible for purchasing of materials, supplies, equipment, construction, goods, and services for the City; contacts vendors to determine product availability, cost and quality and responds to vendor inquiries; issues purchase orders, manages requisitions and documents details of procurement transactions; researches and analyzes products and services, product substitutions and price and quality differences; and performs contract administration duties, interacts with vendors and departments, addresses contractor performance issues and monitors and maintains contract renewal schedules.

Assists departments in the technical specifications, invoicing, payments and delivery portion of the purchasing process; manages purchase storeroom, and maintains cost saving report, minority spending report, record requisitions and other records; researches information to assist departments in budget preparation.

Maintains a current catalog of companies/vendors for goods purchased; orders catalogs and state contracts, and maintains, updates and modifies vendor and commodity list database; manages surplus property inventory and billing.

Works to ensure adequate competition under Virginia's small, women and minority owned businesses procurement initiative and ensures appropriate application of all federal, state and local procurement laws and regulations.
Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities
PERFORMANCE INDICATORS

Knowledge of Job: Has considerable knowledge of principles and practices of purchasing and procurement in municipal government. Has considerable knowledge of requisition preparation, bidding process, and research methods involved in purchasing equipment and goods for the city. Has general knowledge of office procedures and equipment, including the application of computer software, typewriter and calculator. Has general knowledge of the current literature, trends and developments in the field of governmental purchasing. Is able to prepare clear and concise reports. Is able to establish and maintain effective relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, Purchasing Agent, vendors, and the general public.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.
Education, Experience & Special Requirements
Associate's Degree in Accounting, Economics, Management, a related field, and 1 - 3 years of experience in purchasing and procurement, or a related field, or an equivalent combination of education and experience.

Requires an acceptable general background check to include a local and state criminal history check and a valid driver's license with an acceptable driving record.

Certification as a Certified Professional Public Buyer (CPPB) is preferred.

Physical Demands

Physical Requirements: Must be physically able to operate a variety of automated office machines which includes a computer, printer, calculator, etc. Must be able to exert up to negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability: Requires the ability to read reports, requisitions, requests for quotation, and invitations for bids, correspondence, and invoices. Requires the ability to prepare requisitions, tabulations sheets, addendums, correspondence and memos, etc. using prescribed format and conforming to all rules of punctuation, grammar, diction and style.

Intelligence: Requires the ability to apply principles of rational systems as applied to accounting processes and methods to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, or oral form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to use and interpret government accounting terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
The city of Portsmouth offers a complete and comprehensive benefit package to full-time employees including: medical, dental, vision, legal, Flexible Spending Accounts, basic and optional life insurance, short-term disability insurance, Virginia Retirement System (includes a mandatory 5% employee contribution), holidays, vacation, sick leave, deferred compensation plan, and Chartway Credit Union. To learn more details, visit
01

Please select the highest level of education completed.

• Less than High School
• High School Diploma or GED
• Some College
• Associates/Vocational/Technical
• Bachelor's Degree or Higher

02

Are you a Certified Professional Public Buyer (CPPB)?(preferred)

• Yes
• No

03

Do you have experience in municipal government?

• Yes
• No

04

Do you have 1-3 years of experience with governmental purchasing and procurement?

• Yes
• No

05

Describe your experience with preparing requisitions for proposals?
Required Question