Procurement Administrator

Procurement Administrator

Job Status: Full-Time

Status: Accepting Applications

Details: Starting salary: $52,000/yr (exempt position)

 

Job Summary/Overview of the Position

The Procurement Administrator is responsible for the direction and planning of the City’s purchasing operations, bid solicitation and contract administration of the Administrative Services Division for the City of Brooksville. The Procurement Administrator has the ability to design, implement, and oversee procurement policies and procedures upon City Manager approval.

Essential Job Functions

• Develops, maintains, and implements procurement policies and procedures for the City; establishes and evaluates purchasing systems, records, forms, and controls.

• Ensures preparation and review of solicitation documents are accurate and compliant with City procurement policy and state and federal regulations; reviews and makes recommendations relating to technical specifications to ensure competition is not unjustly restricted; ensures solicitations are properly advertised; prepares and issues addenda as required; represents the City at bid/proposal openings; verifies responsiveness to specifications; recommends award of solicitations.

• Ensures a transparent and competitive selection process.

• Works with suppliers and City staff to resolve contractual issues and/or expedite delivery.

• Negotiates contracts and pricing with suppliers, as needed.

• Identifies areas for standardization and cost reduction; Establishes and organizes cooperative procurement agreements.

• Acts as a liaison and provides technical expert assistance to internal and external customers.

• Researches and prepares reports related to procurement activities.

• Reviews department purchase requisitions for completeness and availability of funds; approves and processes purchase orders.

• Develops, analyzes, and administers all purchase contracts to ensure conformity and compliance with federal and state law, the City’s policies, procedures, and service provision expectations.

• Carries out responsibilities in accordance with the organization’s policies, procedures, and applicable laws, including employment laws.

• Provides a work environment which encourages clear and open communication and supports customer service excellence.

• Aids all departments in analyzing their operations and identifying and establishing current and future procurement needs.

• Maintains purchasing software application; and maintains approved vendor list.

• Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.

• Follows safe working practices and has a working knowledge of safety practices and procedures.

• Adheres to laws, regulations, and policies of the City and of the assigned department. Follows instructions provided by Department Director or their designee.

• Participates in department meetings, staff meetings and other related activities. Represents the Administrative Services Division to outside agencies and organizations.

• Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.

• Maintains, preserves, retains, and disposes public records pursuant to FS Chapter 119.

• Participates as a member of the City staff as required to act in the event of an emergency.

• Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Brooksville Emergency Management Plan, supervisor, or designee. As a member of the City Manager’s Department may be assigned as the Purchasing Agent during emergency events to maintain vendor information, coordinate acquisition and delivery of supplies and/or provisions to support the resources of the City of Brooksville.

 

Knowledge, Skills and Abilities

• Comprehensive knowledge (advanced level) of local, state and federal regulations affecting work.

• Comprehensive knowledge (advanced level) of principles and practices of procurement, contract administration, and central purchasing

• Knowledge of business management practices, supply source, price trends, market conditions and property control.

• Skill in planning, organizing, budgeting, and managing projects and staff.

• Skill in hiring, training, managing, and evaluating staff.

• Skill in negotiating with suppliers.

• Skill in effectively dealing with the public and other agencies in a courteous, tactful, and impartial manner.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to operate a motor vehicle.

• Ability to maintain confidential information.

• Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel.

• Ability to support the Mission of the City of Brooksville: Committed to protect and enhance the quality of life within its community.

• Ability to support the core values of the City of Brooksville.

• Ability to support the vision of the City of Brooksville of a vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.

Physical Requirements

Use of both hands with majority of fingers in each hand. 20/40 vision (in at least one eye), and be able to hear and understand and verbally communicate in English at normal conversational levels in a typical governmental office (corrective devices acceptable). Occasional light lifting and/or carrying, bending, stooping, working, standing and pulling. Must be able to easily carry (20) lbs.

EDUCATION, TRAINING AND EXPERIENCE: A minimum of a bachelor’s degree (BA/BS) in public administration, accounting, economics, business administration or related field, or an equivalent combination of education, training and experience (i.e. higher education degrees, training, etc.) A minimum of four (4) years of procurement or related experience, two (2) of which must be supervisory. Government agency experience is preferred.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Must possess and maintain a valid Florida Driver’s license. Certified Public Procurement Officer (CPPO), Certified Public Procurement Buyer (CPPB), and/or Certified Purchasing Manager Certification (CPM) is required (the time necessary to acquire the certification will be granted for otherwise qualified applicants). 

 

Disclaimer

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: City of Brooksville is a drug-free workplace in accordance with Federal and Florida law.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, City of Brooksville provides to Veterans, that preference in appointment will be given to preference-eligible applicants.