PROCUREMENT SPECIALIST

PURPOSE OF POSITION

Performs advanced administrative, strategic and technical work in the coordination and execution of the procurement process. Work is performed under the direct supervision of the Public Works Department Director or assigned designee.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers.
City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

ESSENTIAL JOB FUNCTIONS/OTHER JOB FUNCTIONS

Conduct routine and moderately complex procurement tasks and account maintenance, funds reconciliation functions in adherence to generally accepted standard accounting principles, established procedures, departmental guidelines, and regulatory requirements.

Assists in the management of the solicitation process for the Public Works Department, by developing and reviewing request for proposals (RFPs), request for qualifications (RFQs), competitive bidding to include large complex purchases and construction projects procurement. Ensuring adherence to procurement policies, regulations, practices and laws with close coordination and collaboration with the Procurement Manager.

Responsible for the preparation of proposals, the required public call for tenders by timely and properly advertising to invite suppliers to submit bids, ensuring a transparent and competitive process.

Conduct pre-bid and pre-proposal conferences. Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.

Assists and administratively supports the review and evaluation of bids based on predefined criteria before a contract is awarded to the most suitable party. Coordinate and supervise activities of evaluation committees. Recommend lowest responsive, responsible bidder on ITB’s, most advantageous offer on RFP’s and most qualified for architects/engineers.

Coordinates and ensures procurement compliance for prospective awards.

Coordinates the setting up of new vendors with the finance department and prepares purchase orders. Work directly with Accounts Payable, other city departments and vendors to assist and support the payment of invoices.

Works directly with each Public Works Divisions to assist and support all procurement processes according to established policies and applicable law ensuring a transparent and competitive selection process, including emergency purchase orders and the accounting and proper disposition of surplus items for the assigned department.

Analyze and process purchase requests and payments in conformance with City policy; monitor and process payments for materials for large projects assuring competitive pricing policy compliance.

Assist in monitoring the budgets within the Department. Review and approve time entries for payroll as assigned.

Assist in securing competitive prices for purchases; establish and maintain purchasing files and records; process payments for special projects; maintain piggy-back contracts and sole source information, assure as required; and assist in City Council Agenda preparation.

Collaborate with Subject Matter Experts (SMEs) on the technical specifications for solicitation documents. Prepare highly technical and complex specifications and solicitation documents, including all related research and value analysis.

Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.

Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services

Analyze, research, and maintain contract records; monitor vendor performance and compliance with Contract and Purchase Order terms.
Communicates and assist in the enforcement city Purchasing policies, Purchase card policies, Travel policies and Certificate of Insurance policies and procedures within assigned department.

Inventory and requisition materials, supplies, and equipment for departmental use; coordinate travel and training activities and ensure compliance with travel and per diem policies for the assigned department.

Identify and notify potential sources

OTHER FUNCTIONS

Provides administrative support to Public Works divisions as they relate to procurement functions to include processing of check requests, purchase orders, journal entries, budget adjustments, general billing and account receivable.

Reviews and routes correspondence with the Finance Department. Identifies and prioritizes items that require immediate action.

Provides back-up to other related positions as needed.

Perform all other duties as assigned.

MINIMUM QUALIFICATIONS/SPECIAL REQUIREMENTS

Graduation from an accredited college or university with an Associate’s Degree in finance, accounting, public administration, economics, business administration or related field is required. At least three (3) years of procurement and/or accounting, or an equivalent combination of education, training and experience.

Must possess and maintain a valid Florida driver’s license.

Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.

Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it every year thereafter per state statute 282.318(4)(i).

PREFERRED QUALIFICATIONS

Public sector and Tyler Technologies Enterprise ERP (Munis) software experience or similar automated purchasing program.

Certified Professional Public Buyer (CPPB) certification within two (2) years of hire.

CRITICAL SKILLS/EXPERTISE

Working knowledge of procurement, departmental and municipal rules, regulations, policies, and procedures.

Working knowledge of effective writing techniques and communication styles. Skills in creating ADA accessible documents.

Proficient skill and knowledge in the operation of modern office equipment, computers, and software including considerable knowledge of Microsoft Office applications (Word, Excel, PowerPoint, etc.), Adobe and financial accounting applications. Working knowledge of office automation with proficiency in data entry.

Ability to quickly and independently learn and adapt to changes in technology, including software and hardware.

Considerable knowledge of accounting principles and practices.

Skill in problem-solving skills to gather relevant information to solve vaguely defined practical problems.

Ability to give attention to detail and complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow-up and take tasks to completion.

Ability to work independently or in a team environment as needed.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to maintain confidential information.

Ability to understand and follow oral and written instructions; keep records and process data with extreme accuracy.

This position is performed with working knowledge where the incumbent has ability to recall and apply important and commonly-used information from relevant source documents or information in a particular subject field.

Ability to work in stressful situations and/or with frequent interruptions.