SENIOR PROCUREMENT SPECIALIST

About the Department

The purpose of this position is to assist the various departments in the City with the procurement of goods and services while ensuring compliance with the City's purchasing- related Ordinances, Resolutions, and Administrative Orders, as well as and state, local and federal laws.

This position works independently, with a high degree of enthusiasm, job proficiency, under limited supervision, reporting major activities through periodic meetings or upon request from Management. They effectively convey the vision and mission of the organization and provide excellent service and satisfaction to our internal and external customers.

Position Duties

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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.

• Conducts pre-bid/proposal conferences and bid opening
• Facilitate and chair evaluation committee meetings
• Consult and advise departments on purchasing needs to include equipment, supplies, and services within purchasing guidelines.
• Authorize and assist in the purchase of City-wide goods and services streamline processes and find economies of scale.
• Review departmental requisition entries for budgetary compliance and consistency with corresponding back-up.
• Perform contract administration and coordinate and maintain City contracts, services and leases.
• Conducts research using a variety of sources and compiles purchasing options to advise departments.
• Prepare and provide budgetary projections for continuing services contracts and leases for the annual budget.
• Attend monthly meetings of the local cooperative purchasing group.
• Ensure City and vendor compliance.
• Consults with department personnel on procurement needs; advises on the best methods of purchasing required goods and services; provides technical assistance
• Conducts product and vendor research to forecast price trends
• Prepares invitations to bid and requests for proposals; finalizes specifications; coordinates legal and insurance requirements; reviews and analyzes bids and proposals
• Researches and obtains Florida State contracts and intergovernmental contracts; review and research of sole source procurement submittals from Departments; advises City departments and Supplier Community on procurement policies and procedures.
• Develops council recommendation letters for award and monitors vendor performance and assists the departments in contract management. Conducts bid openings, pre-bids and other meetings in accordance with the Sunshine law.
• Performs related work as assigned.

Minimum Qualifications

Bachelor’s degree in business administration, public administration or related discipline and four years professional-level purchasing/procurement experience involving the acquisition of materials, supplies, equipment and services; developing, evaluating and administering contracts for government; and working with related state laws, the competitive solicitation process and various solicitation.
An equivalent combination of education, certification, training, and/or experience may be considered.

Preferred Qualifications: 
Certified Public Procurement Officer, Certified Professional Public Buyer, or Certified Public Manager

Other Qualifications

Knowledge, Skills and Abilities:
• Thorough knowledge of standard office procedures and automated office equipment
• General knowledge of City policies and procedures, functions, and organization
• Thorough knowledge of state, local, procurement codes, and some federal laws as applicable
• Ability to communicate effectively both orally and in writing
• Working knowledge of Construction Competitive Negotiation’s Act (CCNA)
• Ability to create and prepare complex reports and maintain records
• Ability to organize and perform work independently and with a team
• Intermediate knowledge of Microsoft Word and Excel
• Ability to provide solutions as to what operations and processes will be followed.
• Ability to manage multiple projects and be able to plan and prioritize assignments; applying policies and adapting standards.
• Ability to work effectively while receiving competing requests for information, work, or services from multiple sources at the same time.
• Ability to establish and maintain cooperative and effective working relationships with others;
• Ability to explain, implement and adhere to procurement and contracting policies and procedures
• Ability to interpret, apply, and explain to others policies, procedures, instructions, contract requirements, and applicable laws and regulations.
• Ability to communicate effectively both orally and in writing to vendors, funding agencies and other departments;
• Ability to perform in an environment that requires multiple deadlines being met, potentially at the same time.
• Ability to conduct yourself in a professional manner in a difficult or confrontational interaction with all stockholders.
• Comprehending and following verbal and written instructions in technical and non-technical language
• Ability to apply logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources.
• Taking initiative, overcoming obstacles and maintaining momentum on assignments.


Physical and Sensory Requirements / Environmental Factors:

Physical Ability: Must be physically able to operate a variety of automated office machines and equipment as stated above. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Must be able to lift/carry weights from five to ten pounds.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.