Responsible technical work providing procurement and contract administration for Village departments. Work includes responsibility for the procurement of supplies, services and construction projects throughout the Village. Work is performed under general supervision of the Finance Director. The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
1. Directs and supervises a staff engaged in procurement functions, in accordance with applicable Village and Federal laws, regulations, ordinances, and professional ethical practices
2. Coordinates purchasing functions for goods and services, architecture, engineering and construction services. Procures materials, supplies and capital equipment and contract services, according to established procedures.
3. Prepares Invitations to Bid, Requests for Proposals, and other solicitation types, in accordance with Village policy and procedure, and as required by Village ordinance and state statutes.
4. Assists departments in developing bid specifications and evaluating bid responses. Conducts due diligence review of bids received.
5. Coordinates the advertisement of statutorily required public notices of committee meetings, and other public purchasing related meetings.
6. Coordinates formal pre-bid meetings, bid openings, site visits and negotiation meetings.
7. Facilitates evaluation committee meetings for all formal solicitations.
8. Coordinates selection of vendors, recommendations of award, issuance of purchase orders, addenda, and vendor notifications.
9. Reviews all repetitive purchases to determine where negotiated blanket orders and contractual agreements are economically advantageous
10. Maintains vendor and purchase order files and histories to determine buying patterns and needs.
11. Analyzes pertinent market trends and conditions which impact on the Village’s purchasing activities with regard to product lines, innovations, availability, reliability, and other factors.
12. Negotiates, renegotiates, and administers contracts with suppliers, vendors and other representatives.
13. Maintains the Village’s Master Contracts List to monitor contract renewal and expiration dates. Coordinates with the using Departments to execute contract renewals and/or issue new solicitations to ensure continuity of goods and services.
14. Approves purchase contracts up to determined limits. Assists departments in drafting specifications and solicits bids on all purchases over determined limits.
15. Makes recommendations regarding the selection of suppliers based on supplier performance, credit worthiness, overall responsiveness, and cost.
16. Resolves problems of shortages and improper orders with vendors.
17. Promotes good relations between using departments and vendors. Ensures vendor performance in areas of customer service and support.
18. Approves select vendor invoices and reconciles purchase orders. Prepares purchase order and encumbrance reports and coordinates open balances with departments and Village auditors.
19. Reconciles and recommends for approval all construction related Applications for Payment and open retainage at year end.
20. Maintains records of purchases and contracts so that analysis can be made to optimize opportunities for improved sources, distribution of business, process, and terms relative to the changing economic conditions.
21. Maintains records and controls on all Village fixed assets and property. Coordinates annual inventories and prepares necessary schedules of depreciation and value for Village auditors and annual financial report.
22. Properly disposes of surplus inventories, scrap material, and surplus or obsolete equipment via Village auction/solicitation.
23. Coordinates submittal and internal/external distribution of various financial documents throughout the year, e.g., annual proposed and adopted budgets, Annual Comprehensive Financial Reports (ACFR), FDOT reports to required recipients.
24. Establishes, revises, and enforces division policies, procedures, priorities, and Village purchasing policies and procedures and ensures expenditures are within budgeted parameters.
25. Follows and monitors purchasing laws and regulations.
26. Provides backup support to Accounts Payable and IT personnel, as required.
27. Supervises Purchasing Specialist position.
28. Performs related duties as directed.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Bachelor's degree in business administration, management, supply chain, or related field and five (5) to Seven (7) years of progressively responsible administrative and management experience in a diversified city or county operation. Experience may substitute for education. Knowledge governmental purchasing methods and property and control principles and practices. Knowledge of solicitation methods and the formal bid process, e.g., developing requests for proposal/quote, tabulating bids, monitoring contract compliance. Knowledge of materials and supplies involved in Village/City services. Ability to develop methods procedures for the control of goods and services. Considerable knowledge of large-scale purchasing methods and procedures, considerable knowledge of specifications, grades, qualities, supply sources, and market factors of commodities and services required by the Village, considerable knowledge of applicable laws, rules, regulations, and ordinances effective in governing the purchase of commodities and services.
COMMUNICATION/LANGUAGE SKILLS: Ability to read, speak and write in English; other languages helpful (Spanish preferred). Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively and professionally explain regulations and present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to interact with public officials, the Village Manager’s Office, Village departments, managers, employees, contractors, and other government agencies.
MATHEMATICAL SKILLS: Ability to add and subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to identify priorities, meet and balance urgent needs from various Departments. Ability to understand procurement complexities.
CERTIFICATES, LICENSES, REGISTRATIONS: One or more Universal Public Procurement Council (UPPC) or National Institute of Government Purchasing Agents (NIGP) certifications (CPP, CPPO, CPPB) highly desirable.
OTHER SKILLS AND ABILITIES: Ability to effectively operate and utilize modern office technologies, such as computers, standard software applications, and associated peripheral equipment. Basic computer skills including MS Word, Excel, MS Access, PowerPoint and other department-relevant software. Experience with electronic bidding platforms and contract management preferred. Ability to accurately manage large amounts of documents. Ability to work with the public and other employees in a courteous, tactful, and efficient manner. Considerable knowledge of supervisory principles and practices. Knowledge of office practices, procedures, and equipment used in a purchasing operation. Ability to assure the completion of large volume procurement assignments on a timely basis. Ability to establish and maintain effective working relations with subordinates, superiors, vendors, and Village personnel. Ability to supervise subordinates in a manner conducive to full performance and high morale
Interested and qualified applicants should submit cover letter, resume to: Juan C. Gutierrez, Human Resources Director, Village of Key Biscayne, 88 West McIntyre Street, Suite 210, Key Biscayne, FL 33149 or via E-mail: firstname.lastname@example.org
Name: Juan C. Gutierrez
Closing Date: July 24, 2022