Buyer II, Solicitation Specialist - Procurement & Contracts Department

General Function:

This is a responsible position requiring independent actions & decisions. Performing complex, advanced, and specialized technical procurement and contract administration work in purchasing goods and services, to include construction, design and professional services, and grant-related projects. 

 

Reports To:                                                                         

Procurement Director

Assistant Director/Manager

Senior Buyer

 

Supervisory Responsibility:

May exercise supervision over clerical, temporary, or other staff as assigned.

 

Essential Duties and Responsibilities:

• Adhere to Purchasing Policies, Ethics, Federal, State, and City laws and/or ordinances.
• Subscribe to and be bound by the Universal Public Procurement Certification Council (UPPCC), the Institute for Public Procurement (NIGP), Miami Dade County, and City of Homestead Code of Ethics.
• Review requisitions; confers with vendors and staff to obtain product or service information such as price, availability, and delivery schedule.
• Select products for purchase by testing, observing, or examining items; estimates values according to knowledge of market price.
• Assist the department in obtaining or developing bid specifications, market research, and cost/price analysis. 
• Determine method of procurement such as direct purchase, quotation, or formal solicitation (ITB/RFP/RFQ).
• Perform duties for public solicitations to include preparation of solicitation documents, advertisements, meetings, advertisement approvals, Cone of Silence documents, obtaining legal counsel approval, preparing meeting minutes, advertisement, administrative review of submittals, and recommendations for awards.
• Assist in review of bid proposals and negotiations of contracts within budgetary limitations and scope of authority.
• Responsible for contract administration. Review, scan, and upload contracts for public record. Assist Project Manager(s) and/or department(s) with Contract Summary Forms, contract extensions, and renewals. 
• Prepare and provide documentation related to public records requests.        
• Perform duties to hold public meetings, such as Pre-Bid Meetings, Bid Openings, Evaluation Committee Meetings, and Vendor Debriefings/Hearings. 
• Perform administrative review of proposer(s). Oversee vendor registration to include interview vendors in person or by telephone to obtain information related to product, references, price, ability of vendor to produce product, perform service, and delivery date. Perform check which includes search in the System for Award Management (SAM), State of Florida and City of Homestead list(s). Licenses, bonds, insurance.
• Prepare Council Agenda Reports (CAR), for the department(s) to present to Council for approval.
• Prepare informal/formal solicitation requests and issues Purchase Orders.
• Purchase supplies, machinery, equipment tools, raw materials, parts, services, and supplies necessary for the operation of the various departments, and expenses to the appropriate department.
• Keep and maintain procurement records for the purchase order file, records on purchases for items or services to include costs, delivery, product quality or performance, and inventories.
• Facilitate Project Kick-Off meetings to coordinate implementation of capital projects.
• Review change order request related to construction projects.
• Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine the source of trouble and take corrective action.
• Oversee delivery of goods and services to users.
• Administer inter-local cooperative purchasing agreements with other agencies.
• Assist the department in performing end-of-year inventory count.
• Assist in Hurricane/Emergency Preparation.
• Assist with the preparation of the department’s fiscal year budget.
• Participate in vendor fairs and events.
• Remain active in the profession by continuing education & professional development.

• Performs other related duties as required or as directed.

 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions. 

 

Type of Appointment/Work hours:

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.

 

Physical and Environmental Demands or Conditions:

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

 

Requirements:

• Graduation from high school or GED equivalent, and two (2) years of college coursework in a related field. Five (5) or more years of experience may be acceptable in lieu of college coursework or a degree. Professional procurement experience is a plus, preferably in the public sector.
• It is preferred for qualified applicants to be certified as a CPPB (Certified Professional Public Buyer), CPPO (Certified Public Procurement Officer), Certified Professional in Supply Management (CPSM), a CPM (Certified Purchasing Manager), or NIGP-CPP (Certified Procurement Professional). or work towards obtaining the certification after hired.
• Two (2) years of experience in governmental purchasing preferred.
• One (1) to two (2) years of experience working with construction, design & professional services, and grant-related bids and contracts is preferred.
• Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends, and grades or quality of materials and equipment; working knowledge of the laws and ordinances governing the purchase of goods and services.
• Knowledge of Consultants’ Competitive Negotiation Act (CCNA) related to certain professional services preferred.
• Knowledge of State and Federal requirements is highly desirable.
• Must have knowledge of Microsoft Applications including Word, Excel, Outlook, and database software; and have ability to operate calculator, phone, copy/scan machine, and fax machine. 
• Experience with electronic bidding platform preferred.
• Ability to analyze and process purchasing requisitions and make purchasing decisions accordingly; ability to maintain complex purchasing and inventory records; ability to establish and maintain effective working relationships with employees, other departments, vendors, and the public; ability to communicate effectively, orally and in writing. 
• Must possess a valid Florida driver's license with a clean driving record.
• Must pass a background screening process.

 

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

 

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization. 

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.