CHARACTERISTICS OF THE CLASSUnder the general supervision of the Senior Procurement Manager, this employee performs skilled administrative work in the area of Procurement, including the administration of bids and proposals and the processing and maintenance of City contracts. Work involves the preparation and review of specifications for invitation to bids, request for proposals, the negotiation of contracts, and interaction with various City departments and divisions. The employee must be able to work within the framework of the general policies set by the City Council and the City Manager. Work is reviewed through observation, written reports, conferences, and results obtained. Performs a variety of administrative tasks requiring discretion and independent judgment. A wide degree of creativity and latitude is expected.
EXAMPLES OF DUTIESEmployee in this classification performs the functions of a Buyer in addition to the duties listed below:
A. ESSENTIAL FUNCTIONS
Fully understands the purchasing process and provides full spectrum support, from bid inception to contract completion.
In the absence of the Senior Procurement Manager, supervises staff and serves as Acting Senior Procurement Manager.
Assists in the development and preparation of bid packages, requests for proposals, procurement contracts, amendments, and other related documents.
Reviews solicitation documents prior to publication and/or submittal to DemandStar, ensuring adherence to City policy and applicable legal requirements.
Maintains a complete and accurate file of all contract documents pertaining to the execution, implementation, renewals, and completion of all contracts administered by the Procurement Division. Monitors all contract changes, amendments, or negotiations made by the City and Vendor or Contractor.
Maintains a central file for all lease agreements and provides annual audit data as required.
Communicates effectively with City departments/divisions and vendors to ensure contracted services comply with contract requirements.
Assists with the resolution of bid protests.
Assist with resolving vendor disputes, contract discrepancies, and termination issues.
Evaluates and reviews contracts on a continuing basis to ensure financial and functional requirements are met.
Reviews the work of Buyers for completeness and compliance with Federal, State, and City code and regulations.
Assist with performance evaluation of Buyers
Confers with contractors, professionals, Departments, Divisions, and Staff, as necessary, to determine need, scheduling, and execution of contracts.
Analyzes and reconciles complex problems pertaining to contractual issues; serves on the negotiating team for contracts; develops, reviews, and prepares City Council Agenda Items and City Manager Action items for competitive bids/quotes purchases and other requirements as determined by Senior Procurement Manager. .
Provides input into the standardization of all contract forms, procurement policies and procedures relating to the purchasing process.
Provides Purchasing support in the issuance of notices, making of payments, 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 testing, implementation, and maintenance of purchasing software.
Prepares special reports and assistance to the Senior Procurement Manager as required.
Reviews requisition approvals to ensure compliance to City Code and Procurement Manual.
Manages the Fuel Card Program to include issuing new cards, deactivations, and terminations. Provides reports on Fuel usage to the Senior Purchasing Manager as required.
Creates unique procurement documents and/or methodologies to address special procurement requests.
Identifies and recommends new cost savings strategies from research and value analysis.
Conducts pre-bid, pre-proposal, and post-award conferences and meetings.
Maintains an up-to-date term contracts list.
Determines cost savings as a result of competitive bids/quotes.
Maintains an active role in Procurement Organizations (e.g. FAPPO, NIGP) by attending meetings, conferences, workshops, when funding permits and when approved by Senior Procurement Manager.
Stays abreast of new Purchasing laws and changes to existing Purchasing laws and ensures City’s compliance.
Processes annual spend reports to determine contractual needs.
Assists with Procurement training sessions for Departments, Divisions, and Vendors.
Works closely with Senior Procurement Manager to accomplish the operational goals of the Procurement Division.
A. TRAINING AND EXPERIENCE
Bachelor's degree from an accredited college or university in Procurement and Contracts Management, Supply Chain Management, Business Administration, Public Administration, Economics, or related field, supplemented by three (3) years of responsible experience specifically in a Purchasing or Procurement Office, preferably in a local governmental organization. Certified Professional Public Buyer (CPPB) preferred. Must possess and maintain a valid State of Florida driver’s license, or possess a valid out-of-state driver’s license and obtain a State of Florida driver’s license within 10 days of employment.
B. KNOWLEDGE, SKILLS, AND ABILITIES
Employees in this classification generally possess the knowledge and skills of a Buyer in addition to the following knowledge and skills:
Knowledge of public or municipal purchasing methods, principals, practices, operations, services, and activities including legal requirements governing City purchases as defined in City Code, Procurement Manual, and Florida Statutes.
Knowledge of bidding practices, procedures, and contract law.
Knowledge of materials, supplies, and equipment commonly used in public municipal services.
Skilled in contract administration and maintenance.
Skilled in specification writing and general business writing.
Skilled in the use of integrated financial software systems and personal computers.
Ability to read, understand, interpret, and write complex specifications.
Ability to work accurately and meet deadlines.
Ability to deal with and resolve problems with vendors, staff, and City departments and divisions.
Knowledge of principles and processes for providing quality customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of economic and accounting principles and practices, the financial markets, and the analysis and reporting of financial data.
Knowledge of arithmetic, statistics and their applications.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to hear, speak, comprehend, and understand conversation spoken in English.
Ability to sit for long periods of time not to exceed six (6) hours in one day.
Ability to see, read, and comprehend writing and computer printouts in English.
Ability to print and write cursive letters, numbers, and words legibly in English.
Ability to operate office equipment such as personal computer, calculator, copy machine, scanner, fax machine, and telephone.
Ability to operate a motor vehicle.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
Ability to work under stressful conditions where deadlines are short.
Ability to maintain a high level of concentration despite constant interruptions.
Ability to be flexible and change job priorities at a moment’s notice.
THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN 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 - 10/06/15