CHARACTERISTICS OF THE CLASS
Under the general direction of the Procurement and Contracts Manager, the employee performs a variety of administrative, clerical, and record keeping tasks required for effective operation of the City's Procurement Division. This position requires independent judgment. Work assignments are received both orally and in writing. Work is reviewed through observation, conferences, reports, and from results obtained. Performs other work as assigned or required.
EXAMPLES OF DUTIES
A. ESSENTIAL FUNCTIONS
Review purchase requisitions for completeness, proper expense codes, contract or purchase order term, appropriate attachments, and compliance with City Code and Procurement Manual - prior to converting to purchase orders.
Convert all requisitions to purchase orders after appropriate approvals.
Enter change order requests for all departments and divisions.
Enter requisitions for Procurement division and City-wide agreements, when needed.
Process purchase orders (mailing to vendor and filing).
Validate Procurement division invoices and prepare for Procurement and Contracts Manager approval.
Process and maintain tags and titles for all confiscated or City-owned vehicles, trailers, and marine vessels.
Update Fleet inventory records with tag changes, vehicle additions and deletions, etc.
Complete payroll time sheets bi-weekly.
Order office supplies for Procurement division.
Maintain database for City-wide copier leases & copier maintenance.
Answer inquiries from employees and outside agencies and explain City ordinances, policies and procedures pertaining to Procurement division.
Maintain excel spreadsheet to monitor City-wide fuel allocations.
Assist Assistant Finance Director and Procurement and Contracts Manager with testing and training of financial software system.
Research and prepare specialized reports to support formal quote and bid process as requested by Procurement and Contracts Manager.
Assist at formal bid and proposal openings.
Maintain procurement records (purchase orders, bids and quotes files) as per Florida State Laws and City code.
Coordinate signature approvals for Council agendas and City Manager action items.
Process and reconcile surplus disposal/disposition forms and surplus checks received.
Maintain sufficient copier supplies and provide copier reads.
Responsible for ensuring Procurement copier is maintained.
B. MARGINAL FUNCTIONS
Travel to Department of Motor Vehicles office to obtain new tags and titles for City-owned vehicles and titles for confiscated vehicles.
Assist with bid and quote tabulations.
Prepare form letters as requested by Procurement and Contracts Manager.
A. TRAINING AND EXPERIENCE
Associate degree in Business or related field from an accredited college and one year progressively responsible experience in local government; or an equivalent combination of education and experience providing the qualifications necessary to perform the required functions of the position as determined by the Procurement and Contracts Manager. Local government purchasing experience preferred. Must possess and maintain a valid State of Florida driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida driver’s license within 10 days of employment.
B. KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of basic bookkeeping principles and practices.
Knowledge of modern office practices and procedures.
Knowledge of business English and mathematics.
Knowledge of City of Melbourne Code and policies as they relate to the Procurement division.
Ability to prepare complete and accurate purchasing reports of considerable complexity based on standard purchasing practices.
Ability to compile records to assemble and organize data and to prepare reports from such records.
Skill in the use of a personal computer and various application programs, Microsoft Word and Excel, database and financial business software experience.
Skill in the use of standard office equipment.
Ability to communicate clearly and concisely verbally and in writing.
Ability to analyze accounting data and verify records.
Ability to verify the work of others, and to express ideas and concepts clearly and concisely.
Ability to work with little supervision.
Ability to maintain a good working relationship with associates and the general public.
Ability to work quickly and accurately to meet deadlines.
Ability to plan and organize work to meet deadlines.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to hear, speak, and comprehend conversation spoken in English.
Ability to read and write in English.
Ability to see, read, and comprehend writing and computer printouts in English.
Ability to print or write cursively words and numbers legibly in English.
Ability to sit for extended periods of time and perform repetitive tasks not to exceed two (2) hours at a time.
Ability to operate a motor vehicle.
Ability to bend, squat, and move up and down periodically throughout the day.
Ability to lift boxes and books not to weigh over 20 lbs.
Ability to maintain professional composure when working under pressure.
Ability to maintain alpha and numerical listings and understand currency appropriations.
Ability to operate office equipment and mechanical devices, such as a telephone, computer, and calculator, which also require physical dexterity using fingers, hands and wrists.
Ability to stoop, kneel and reach overhead for books or paper.
Ability to meet necessary deadlines.
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 - 10/06/2015