Procurement Manager

JOB
This is a professional position responsible for assisting departments in the procurement of goods and services. This employee is responsible for coordinating purchases in compliance with federal, state and Village laws, policies, and procedures. Coordinates and supervises the work of purchasing staff including training, instruction, and guidance, works with minimal supervision as a division of the Finance Department. Communicates with vendors and contractors regarding formal solicitations (RFQ, RFP, ITB). Maintains the highest degree of ethical standards.

EXAMPLE OF DUTIES
The following duties are normal for this position. Administers procurement processes in accordance with Village policy and procedures. Provides guidance regarding the appropriate method of procurement. Assists departments in drafting bid packages, arranges pre bid meetings, opens, tabulates, records, and analyzes bid quotations.Maintains a bid log and contract calendar to monitor deadlines, purchases, leases, and contract renewals.Maintains contract master file in utilizing Village ERP system and comprehensive list of contracts and procurement records needed for financial reporting. Notifies departments of expiring contracts/agreements.Provides expert advice to departmental staff on procurement issues, maintains expert knowledge of the Village’s purchasing code, policies, and procedures.Recommends procurement policy and form changes to ensure compliance with changing regulations.Follows State of FL record retention regulations for all procurement documents, coordinates record destruction with Village Clerk. Assist departments in preparing bid recommendations for presentation to Council.Recommends improvements to processes to reduce turnaround time and provide quality procurement services.Reviews and approves requests to add new vendors and or update existing vendors, verifying all necessary documents (W-9, E-Verify, licenses and insurance have been provided). The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

SUPPLEMENTAL INFORMATION
Knowledge of purchasing practices and procedures, laws, insurance requirements, Village policies and department procedures relating to the processing of bids and RFP’s.Ability to express information clearly and concisely, orally and in writing. Ability to plan and organize workload to meet deadlines.Ability to determine purchasing needs and develop procedures to provide effective services, write bid specifications and analyze bid quotations, maintain contracts and detailed records and files. correspondence.