Part Time Procurement Specialist Jobs (NOW HIRING)

Salary: $26.00 Hourly
Location : Germantown City Hall, TN
Job Type: Part Time
Department: Procurement
Opening Date: 07/09/2026
The City of Germantown is an Equal Opportunity Employer committed to an alcohol/drug-free workplace and to providing equal opportunities regardless of race, sex, color, religion, national origin, age or disability.
ORGANIZATIONAL ACCOUNTABILITY:
City of Germantown public servants exist, first and foremost, to protect and enhance the quality of life of those we serve; every position on the Germantown team has a shared responsibility and accountability to fulfill this purpose. Through the constant alignment of individual actions, behaviors and performance with our organization's values system, Germantown public servants demonstrate a steadfast commitment to our greater mission of Excellence. Every day. The expectation for senior leaders is to model The Germantown Way at all times for those they influence and interact with daily.
Description
Under general supervision, perform duties in connection with coordinating documentation covering contractual
obligations between the City of Germantown and various vendors, contractors, and services providers. Actions covered
include, but are not limited to payments/pay requests, change orders, delivery schedules and milestones, renewals,
discontinuations or closeouts, construction agreements, and professional services agreements.
Examples of Duties
1. Assist Procurement staff with maintaining a product/service database that will facilitate tracking and contract
administration.
2. Assist with verifying that a contractor is in compliance with required insurance coverage(s) and other contract
provisions.
3. Assist Procurement staff with notifying departments of contracts that are approaching renewal dates, any
revisions, or change orders to contracts, discontinuance, or termination of contracts, and contract extensions.
4. Analyzes contracts for compliance with policies and procedures, and research any unusual terms or provisions
against common practice.
5. Identify and assist in resolving issues of non-compliance of the terms and conditions of contracts; review,
track and verify that payments are made to contractors to ensure they are within the scope and provisions of
the contracts.
6. Assist Procurement Staff in monitoring pay requests for professional services, construction projects, and
service and/or product contracts.
7. Maintain the file system of various files/records for the department; prepares files, organizes documentation,
and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete
documents.
8. Contact vendors to obtain price quotes and compare quotes with the specifications and availability of items.
Prepare analyses of quotations in spreadsheet format and submit for appropriate signatures and approval (as
required).
9. Assist in the preparation of invitations to bid, RFP's, and RFSOQ's. Proof and edit departmental specifications
to ensure specifications are sufficiently accurate and complete to solicit realistic and responsive offers from
suppliers. Arrange for advertising of bids. Prepare bid tabulations and analysis sheet for departmental review
noting vendor's ability or failure to meet specifications (as required).
10. Provide assistance to user departments by providing account balances, vendor information, and guidance and
interpretation of purchasing policies and procedures.
16. Operate a personal computer, general office equipment, or other equipment as necessary to complete
essential functions, to include the use of word processing, spreadsheet, database, desktop publishing, e-mail,
Internet, or other computer programs; documentation or processing incoming/outgoing mail.
17. Communicates with supervisor, employees, volunteers, other departments, City officials, law enforcement
personnel, public safety agencies, court personnel, attorneys, vendors, customers, the public, outside agencies,
and other individuals as needed to coordinate work activities, review status of work, exchange information, and
maintain confidentiality of departmental documentation and issues.
18. Assist with the processing of Third-Party Insurance Claims.
OTHER JOB FUNCTION
1. Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing
documentation, or processing incoming/outgoing mail.
2. Provides assistance to other employees or departments as needed; explains the City's contracting process to
vendors and other concerned parties.
3. Prepare purchase orders through a computerized system, verify account balance, and issue purchase order
numbers.
4. Performs other related duties as required.
Qualifications
KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of pertinent Federal, State and City ordinances, laws, codes, and regulations governing municipal procurement.
• Knowledge of procurement procedures.
• Ability to establish and maintain effective relations with suppliers and other members of the public with whom contacts are essential.
• Ability to operate calculator, computer, and necessary software applications.
• Ability to write clear bid specifications and to evaluate and analyze vendor bids.
• Ability to perform a wide range of office tasks quickly and efficiently.
• Ability to work independently and to plan and organize projects.
• Ability to work effectively in an environment subject to constant interruptions and quickly changing priorities.

PERFORMANCE APTITUDES:

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Requirements
One to three years' experience in purchasing or contract management; or any
combination of education, training, and experience providing the knowledge, skills, and abilities necessary to perform
essential job functions. Preferred but not required procurement certifications-CPPB, CPP, CPPO or equivalent and/or a
willingness to complete certifications.
Part time employees are not eligible for a full benefits package, but may have limited wellness benefits.