Procurement Support Representative

at  Halifax Regional Municipality

JOB POSTING

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Procurement Support Representative in Finance & Asset Management.
Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.
Under the direction of the Team Lead Procurement Services, the Procurement Support Representative will act as an internal client services representative. The Procurement Support Representative, assists and provides advice related to the requisitioning processes and low value purchases, identifies appropriate procurement delivery approaches (i.e./ standing offer, low value purchase, competitive public bidding, alternative procurement process, etc.), provides advice related to payment workflows, and proactively connects internal clients with the right team members.
In addition to their key responsibilities, the Procurement Support Representative is expected to integrate established goals and objectives, recognize the roles and responsibilities within Procurement and apply risk mitigation strategies, standardized programs and practices as they carry out their work by applying appropriate processes and HRM’s standardized workflow processes. Procurement staff are expected to advocate and demonstrate the value of public procurement; to demonstrate a high level of professional values and ethics; to apply strict compliance with confidentiality and protection of information regulations; and to integrate the mission, vision and values of the Procurement department in everyday practice.

QUALIFICATIONS:

Education & Experience:

• Completion of Grade 12 or equivalent
• Completion of a business-related certificate, diploma or degree is preferred
• Experience in procurement or customer service is preferred
• Formal training or experience using SAP or similar ERP, or asset management solution is an asset

Technical/Job Specific Knowledge and Abilities:

• Customer service
• Excellent communication skills
• Ability to prioritize workload

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.
Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.
COMPETENCIES: Valuing Diversity, Organizing & Planning, Organizational Awareness, Customer Service, Value & Ethics, Communications, Networking/Relationship Building, Teamwork & Cooperation, Decision Making
WORK STATUS: Permanent, full-time
HOURS OF WORK: Monday - Friday, 8:00am - 4:00 pm; 35 hours per week. Flex options to work outside of these hours & hybrid may be available.
SALARY: Level 5; $29.40 per hour as per NSGEU Local 222 Collective Agreement
WORK LOCATION: 40 Alderney Drive, Halifax, NS
CLOSING DATE: Applications will be accepted until 11:59 pm Sunday, October 13, 2024

THIS IS A BARGAINING UNIT POSITION. EXTERNAL APPLICANTS WILL ONLY BE CONSIDERED IF THERE ARE NO QUALIFIED BARGAINING UNIT CANDIDATES.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.
During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.
(Position #72282757)

The duties of Procurement Support Representative include but are not limited to the following:

• Provide front-line services to clients for requisitions, low value purchases, goods receipts, P-card and invoice inquiries
• Provide advice and guidance to procurement clients related to the use of procurement cards and solicitation of low value purchases
• Provide direction and use active price agreements for purchases
• Direct client queries and requirements to appropriate procurement portfolio teams or other Finance and Asset Management staff
• Manage the ordering process from requisition to receipt for low value purchases, including processing and maintaining purchase orders and processing the receipt of goods and services in the Municipality’s ERP solution
• Creates requisitions, purchase orders and goods receipts in the appropriate municipal procurement tools (SAP ECC6, Fleetfocus, CityWorks, etc.)
• Responsible to validate delegated authority approval is appropriate for requisitions before processing requests
• Process low value purchases including purchase orders, goods receipts and opening and closing work order numbers as applicable
• Evaluate low value purchases including purchases using municipal procurement cards for compliance with municipal policies and authority workflows and identify non-compliance
• Mentors FSRs with procurement advice when needed. Monitors SAP que and processes FSR requisitions by creating purchase orders that have no HRM Price agreements in place and soliciting quotes when required; covers off for FSRs in BUs when needed
• Be aware of activities within the continuity of operations plan as and when required
• May perform other duties as required