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Description
General Description Performs specialized work required for the acquisition of goods and services necessary to support city-wide operations. Performs professional and administrative work in reviewing contracts for a variety of goods and services, ensuring legal, regulatory, and purchasing policy compliance. Reviews, evaluates and proposes changes, if necessary, to technical specifications; prepares contract changes and amendments. Coordinates the work requirements for various departments and is the liaison between the vendors and departments to assure fulfillment of contracts. Performs responsible and complex administrative, secretarial, and clerical work in support of effective and efficient program and office operations. Responsible for providing professional and courteous service to external and internal customers at all times, clerical functions for the assigned area, and administrative assistance to management. Work is performed under general supervision. This position is non-exempt. Fair Labor Standards Act overtime provisions will apply. Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.
Primary Duties
- Reviews and analyzes expiring term contracts in accordance with departmental requirements and expenditures.
- Complete a thorough market analysis in order to determine the economic feasibility and if appropriate, prepares recommendations and the proper documentation for renewing term contracts in the automated procurement system.
- Works with various departments on end-of-contract options; administering and tracking matters requiring notice to include contract renewals, contract terminations, request for price adjustments; monitoring certificates of insurance and bond requirements; maintenance of contract files and project liens.
- Oversees the processing of contracts and agreements, ensuring documents are free of formatting, grammatical, and typographical errors and have the necessary approvals and signatures. Assist with preparing city council agendas for contract approval.
- Develops and makes recommendations regarding purchasing policies, procedures, and manuals.
- Assists departments in solving unique and complex procurement needs by advising as to the proper procurement method to be used.
- Prepares and reviews solicitation documents for accuracy and compliance with City purchasing policy and state regulations.
- Ensures solicitations are properly advertised.
- Arranges for the distribution of solicitation documents to vendors, and prepares and issues addenda as required.
- Represents the City at bid/proposal openings, verifies responsiveness to specifications, coordinates and conducts evaluation committee meetings, and recommends award.
- Assists with bid openings and document preparation such as tabulation sheets and recording of bids.
- Oversees administration of the fuel card program, update fuel database, order new cards, cancel cards and process invoices on a monthly basis for distribution; assist with training of new and existing cardholders as needed; run reports.
- Assists with managing P-Card software, order new cards and cancel cards with the direction of the Procurement Services Director; assist cardholders, assist with training of new and existing cardholders as needed.
- Assist with managing City cell phones, orders new phones and lines, cancel phones and lines, monitors spending, phone plans and phone upgrades.
- Compiles data and prepares various reports, presentations, recommendations and other documents as required.
- Performs routine clerical work including, but not limited to: designing forms and reports, copying, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, and transmitting documents (e.g., work orders, permits, correspondence, memos, reports, official or legal documents, and notices).
- Receives and responds to inquiries and request for assistance from other City departments, agencies, organizations, professionals, and the public.
- Provides information and assistance as requested.
- Performs general bookkeeping/accounting work as assigned which may include: assisting with budget preparation and preparing financial records and reports as required.
- Tracks and coordinates the maintenance and repair of office and other equipment.
- Performs other duties as assigned.
Requirements
Minimum Qualifications
- Associate degree in Business Administration, Public Administration or closely related field.
- Three (3) years’ experience in government procurement or a closely related field.
- Professional certification such as Certified Professional Public Buyer (CPPB) is preferred.
- Registered with the National Institute of Government Purchasing (NIGP), FL Association of Public Procurement Officials (FAPPO) or National Procurement Institute (NPI) is preferred.
- Knowledge of government contract administration for goods and services is preferred.
- Moderate to high-level proficiency with Microsoft Word, Excel, and PowerPoint.
- Valid Florida Driver’s License.
- In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.
Application Process
Application for employment may be submitted online through NEOGOV or completed at the Human Resources office at City Hall, 685 W Montrose Street in Downtown Clermont. The link to complete an application is below: https://www.governmentjobs.com/careers/clermontfl The position will be open until filled.
Contact Info
Name: Procurement Services Department
Phone: 352-241-7350