DescriptionThe Procurement Specialist II performs professional work regarding the planning, coordinating, and administering contracting and procurement functions including solicitations, issuance and evaluation for goods and services in accordance with City policy and procedures, federal and state rules and regulations to ensure transparency in selection of responsible and responsive vendors. Work performed requires knowledge of federal, state, and local contractual and procurement regulations, independence, initiative, and judgement to resolve a variety of contracting and procurement problems. Work also includes knowledge of the City’s financial and contract management system. Responsible for screening requisition requests from various departments, purchasing supplies and services, preparing monthly reports, performing contract administration/contract management tasks, assisting in preparing specifications and scopes of work for informal and low risk formal solicitations. Duties also include maintaining suspense files for contracts. Work is performed under the general supervision of the Procurement Manager. Responsibilities include: Prepares informal and low risk formal solicitations for goods and services, contracts and amendments, for the procurement of contractual services in accordance with applicable statutes, rules, policies and procedures. Facilitates evaluation team meetings, oral presentations and negotiations. Researches and resolves discrepancies, conflicts, and other issues as they occur throughout the procurement and contracting process. Prepares contract renewals, change orders and performs contract close out activities for contracts. Prepares all correspondence, documentation and files consistent with applicable policies, guidelines, rules, and statutes. Monitors progress of contracts to ensure compliance with applicable terms and conditions. Provides quality assurance and review of procurement actions to ensure accuracy and adherence to City policies and guidelines, and state and federal regulations. Responsible for working with staff to develop scope and quote specifications. Determines the method of purchase; prepares and expedites outstanding purchase orders utilizing City’s financial system. Assists with fiscal year review of purchase orders and initiates blanket purchase orders. Reviews requisitions and backup documentation for completeness and accuracy. Converts requisitions into purchase orders and verifies documents prior to releasing to the vendor. Accurately enters contract actions into Munis and follows up with project managers for contract changes and renewals. Responsible for contract administration and contract management, assignment of contract service requests for assigned departments. Ensures all documentation is in accordance with City Policy, all applicable laws and governing regulations. Assists the Central Warehouse and Fleet with basic procurement functions, as needed. Activities can include, but not be limited to, processing pick tickets and annual inventory. Oversees the perpetual inventory for all City Hall supplies and equipment, and monthly and annual inventory records. Oversees the monthly processing of pick tickets for inventory items issued from the City Hall storeroom. May distribute supplies and deliver goods from outside vendors. Receives and consolidates annual inventory reports for submission to Finance and auditors. Ensures vendor insurance is maintained in accordance with established purchase order requirements. Responsible for entering new vendor applications and certificates of insurance into Munis. Ensures vendors applications are not duplicated. Periodically reviews vendor list for duplications or vendors no longer in use.
RequirementsAn Associates degree from an accredited college or university in business administration, public administration or related field, and two (2) years of professional public procurement in purchasing, supply chain management, inventory control, or other related field is required. Professional public procurement experience can substitute on a year-for-year basis for the required education. Knowledge of purchasing processes and best practices required and certifications such as CPPB preferred. Advanced personal computer skills including electronic mail, routine database activity, word processing, spread sheets, etc. Must possess excellent written and verbal communication skills. Must be able to deal courteously, effectively, and promptly with vendors, contractors, public and City staff. Valid Florida Driver's License Classification E .
Interested applicants should apply online at https://www.governmentjobs.com/careers/citystaug. All positions are open until filled. Closing date may be sooner than posted if a candidate is selected, so if interested, please apply as soon as possible.
Name: Donna Hayes
Closing Date: December 8, 2023