CHARACTERISTICS OF THE CLASS
Under the general direction of the Director of Finance, this employee is responsible for the administration and supervision of all central purchasing and warehouse functions for City departments. Work involves a high level of interdepartmental cooperation with all City department directors. The incumbent must be able to work within the framework of the general policies set by the City Council and the City Manager. Work is reviewed by the Director of Finance through observation, written reports, conferences, and results obtained. A wide degree of creativity and latitude is expected. Performs other work as required. This employee is considered assigned personnel in the event of an emergency.
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONS
Manages the day to day operations of the Procurement Division and provides advice on the interpretation of the Procurement policy and procedures to resolve business issues and questions.
Responsible for negotiating, preparing, executing and managing diverse procurements including, but not limited to, contracts/agreements, Request For Proposal (RFP)/Invitation to Bid (ITB)/Invitation to Negotiate (ITN).
Acts as an advisory resource on large and/or complex sourcing.
Champions best practice for procurement.
Writes and implements procurement and contract management strategy.
Identifies and implements improvements to processes, procedures and systems to increase efficiency and effectiveness within the supply chain.
Provides post award contractual advice and support.
Ensures a structured schedule is in place to enable adequate contract management and administration.
Ensures the appropriate terms and conditions are applied in order to best allocate, manage and control risk.
Writes, reviews, and updates purchasing policies, and provides policy training to City department/division staffs.
Facilitates all testing, implementation, training, and maintenance of purchasing software.
Assists buyers and City department/division staffs in the preparation of bid packages, requests for proposals, procurement contracts, amendments, and other related procurement documents.
Reviews, analyzes, and approves bid/quote proposals for City supplies and services.
Communicates effectively with City department/division staffs and vendors to ensure contracted services comply with contract requirements; and evaluates and reviews contracts on a continuing basis to ensure financial and functional requirements are met.
Monitors City service contracts; maintains a complete and accurate file of all contract documents pertaining to the execution, implementation, renewals and completion of all contracts administered by the Purchasing Division; and monitors all contract changes, amendments, or negotiations made between the City and the supplier/service provider.
Maintains a central file for all lease agreements and provides annual audit data as required.
Provides purchasing support in the issuance of notices, making of payment, updating of bonds and insurance, audits, and general compliance with all contract terms, conditions, and conformity to legal, fiscal, and administrative requirements.
Conducts research on City-wide purchasing trends to determine bid/proposal needs for large-volume commodities and services
Assists with the resolution of bid protests and contract discrepancies; and issues terminations, as required.
Reviews and approves purchase requisitions and supervises the issuance of purchase orders and purchase order maintenance.
Monitors purchase threshold levels and ensures proper approval and documentation is submitted throughout the purchase approval process.
Spot checks Central Warehouse inventory, supervises inventory levels, and analyzes market trends to obtain best quality and price of needed purchases.
Assists and monitors the sale and disposal of surplus equipment and materials, and the sale of City real estate.
Prepares and monitors the Procurement budget.
Resolves problems and concerns from salespersons, vendors, other departments, and the general public.
Reviews acquisition of tags and titles for City vehicles.
Maintains vendor catalog files and division property records.
Prepares special reports and papers as needed.
Functions in various capacities and completes special projects as required by the City Purchasing Division.
Plans, assigns, directs, and evaluates the work of subordinates.
Attends trade shows and conferences, and engages in professional development to attain or retain professional certifications.
A. TRAINING AND EXPERIENCE
Bachelor's degree from an accredited four-year college or university in business or a related field supplemented by three-years progressively responsible contracts and procurement experience in municipal, county, or state government or a combination of education and experience providing the qualifications necessary to perform the required functions of the position as determined by the Finance Director. Preference will be given to individuals possessing certification as a Certified Purchasing Manager (CPM) and/or Certified Public Purchasing Officer (CPPO) and municipal government purchasing experience. Must have experience with financial management systems and direct supervisory experience. Proficient in using computers and modern software applications. Must possess and maintain a valid State of Florida driver’s license. Applicants may possess a valid out of state driver’s license and obtain the Florida license within 10 days of employment.
B. KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of Florida Statutes, City of Melbourne Code of Ordinances, and City of Melbourne Purchasing Policy.
Knowledge of modern methods, principles, and practices of purchasing administration.
Knowledge of purchasing methods, competitive bidding practices, volume buying, contracts, and procedures.
Knowledge of the various grades and qualities of commodities purchased, and the sources of supply and price trends.
Ability to read, understand, interpret, and write complex specifications.
Skilled in utilizing sophisticated financial software applications and Microsoft applications.
Skilled in general business writing.
Ability to work effectively with department directors, government agencies, vendors, contractors, and the general public.
Skilled in identifying administrative and operational problems, and in developing long term administrative systems.
Experience in preparing contracts.
Strong leadership, organizational and interpersonal skills.
Effective communication skills.
Demonstrates highly ethical.
Ability to focus on efficiency, accuracy, quality, results.
Ability to maintain compliance with standards and procedures.
Strong technical and analytical skills
Strong problem solving skills.
Ability to work independently or as part of a team, perform under pressure in a fast-changing environment, manage several projects at once and handle set deadlines.
Aptitude for distinguishing between first-level and second-level priorities.
Works closely with Account Payable to ensure efficient and effective procure to pay process
Extensive experience in vendor/contract management.
In-depth knowledge of Procurement in the public sector environment
Capacity to engage and build relationships amongst varied levels of staff and stakeholders.
Ability to provide innovative and strategic approaches and solutions to complex procurement issues.
Experience of putting in place contract management processes and procedures.
Thorough knowledge of purchasing and contracting principles and practices, contract preparation, bid procedures.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to hear, speak and understand conversation in English in a normal tone of voice.
Ability to see and read letters, numbers, words, characters, or symbols which are both large and small.
Ability to print, write and draw letters, numbers, words, characters, and symbols which are legible and understood by others.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 2 hours consecutively.
Ability to operate motor vehicle.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.
Revision Date – 8/4/16