Under the general direction of the Deputy Finance Director performing a variety of technical tasks in the procurement of equipment, services, materials, and supplies for the City. Administers the competitive bidding process in cooperation with Department Directors or designated city staff. Provides customer support to departmental representatives related to the procurement process. Administers, develops, reviews, and monitors citywide contracts. Provides financial and administrative analyses in support of purchasing and centralized service functions. Assists in the implementation and adherence to City purchasing policies and practices. Performs other duties as assigned.
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. Other duties may be required and assigned.
Assists in developing, implementation and compliance with contract and purchasing policies and procedures.
Maintains and evaluates purchasing systems, records, forms, and controls.
In coordination with City departmental staff, evaluates and selects appropriate suppliers; interviews and negotiates with vendors and other representatives regarding price changes, trade discounts, and deliveries; purchases supplies, equipment, and contract services by reviewing and approving requisitions for policy consistency, available funding, and approving/issuing purchase orders; compares cost and evaluates quality and suitability of equipment and services for the City. Works with suppliers and City staff to resolve problems and/or expedite delivery.
Develops, analyzes, and administers citywide purchasing contracts; reviews contract stipulations, specifications, and insurance and bonding requirements; ensures conformity and compliance with the City's policies,
procedures, and service provision expectations; recommends changes and administers contract content, including material, equipment, and/or service costs; may develop contract language; verifies pricing, performance requirements, compliance with insurance and bonding requirements, liquidated damages, and delivery schedules to ensure completeness and accuracy; ensures that sole source requirements are met; coordinates, analyzes, administers, and issues contract change orders and amendments; monitors and tracks contract and procurement paperwork flow; conducts periodic internal audits to ensure that proper documentation and procedures have been maintained.
Assists with preparation and review of department bid documents including Invitations for Bids (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and Notices Inviting Bids (NIB); recommends revisions to ensure the accuracy and completeness of terms and conditions, legal requirements, calculations, and scopes of work; posts bid documents on the City's online bidding system; verifies bid lists, notifies required trade publications of the bidding opportunity; performs public bid openings for IFB's; receives and reviews proposals for RFPs, and RFQs; prepares evaluation tools; participates in pre-bid meetings; prepares, reviews, and posts addenda; sends outcome letters and updates bidding system with results.
Provides information and guidance to City departments regarding their purchasing needs, specifications for services, supplies, and equipment, and computerized purchasing system.
Manages the purchasing module in the City's financial software system; monitors the quality and accuracy of daily data entry and reports and addresses related problems; ensures updates are executed correctly; establishes departmental purchasing approval hierarchy; works with software vendors to explore features and enhancements and resolve software malfunctions.
Performs detailed analyses of the encumbrance database to determine aging and accuracy of balances; makes recommendations regarding liquidating or unencumbering purchase orders.
Obtains quotes for stock and special order items; research availability, quality, and price of equipment, services, and supplies.
Maintains general office supply inventory and oversees various central services.
Coordinates the storage and disposal of City surplus property.
Assists in resolving departmental accounting issues that affect the purchasing function.
Responds to public information requests related to the purchasing division.
Provides computer training to City staff on related financial software system modules.
Enters and retrieves information using standard word processing and spreadsheet software.
Management, maintenance and reconciliation of the City's Amazon Business account.
Provides responsible staff assistance to the Deputy City Manager/CFO and Deputy Finance Director.
Required Education, Experience, License, Registration, and Certification Qualifications
EDUCATION and/or EXPERIENCE
- Bachelor's degree in accounting, finance, public administration, business administration, or related field from an accredited college
- Five (5) years progressively responsible experience in government procurement and administration of public contracts
- Equivalent combination of education, training, certification and experience with two (2) years of supervisory and administrative responsibility will be considered
- Proficiency in Microsoft Office is essential
CERTIFICATES, LICENSES, REGISTRATIONS
- Must possess and maintain a valid Florida Driver's License, or ability to obtain within 30 days of hire or promotion.
- Preferred candidate will have one or more of the following certifications:
- Certified Purchasing Manager (CPM)
- Certified Professional in Supply Management (CPSM)
- Certified Public Purchasing Officer (CPPO)
4. Certified Professional Public Buyer (CPPB) from the National Institute of Governmental Purchasing, or certification in contracts management is highly desirable
Supplemental or Additional Information
Knowledge of state, local, federal, county, corporate and foundation grant procedures and audit and compliance requirements.
Knowledge of complex laws, codes, regulations, and ordinances and the ability to interpret, apply, and explain to staff.
Knowledge of basic legal principles of contracts and blueprints.
Skilled in entering and retrieving data from a computer with sufficient speed and accuracy to perform assigned work.
Skilled in using tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
Skilled in operation of modern office equipment including computer equipment and software programs. Exceptional computer skills with Microsoft Office are essential.
Ability to negotiate contracts, agreements, and/or pricing schedules for services, supplies and equipment.
Ability to research and utilize data and information to achieve cost effective results.
Ability to advise and explain purchasing policies, procedures, and standards.
Ability to exercise discretion and independent judgement with respect to procurement matters
Ability to maintain accurate financial records reports for informational, auditing, and operational use.
Ability to review and verify accuracy of critical financial/trade data.
Ability to prepare budgetary and financial analyses.
Ability to work independently using sound judgment
Ability to organize own work, set priorities and meet critical deadlines.
Ability to make accurate mathematical, financial, and statistical computations.
Ability to effectively communicate in person, over the telephone, and in writing.
Ability to establish and maintain effective working relationships with employees and those contacted in the course of the work.
Benefits for full-time employeesinclude:
- Health insurance and subsidy for family and spouse coverage
- Dental insurance
- Life Insurance
- Accidental Death & Dismembermentinsurance
- Retirement plan
- 457 Deferred compensation plan
- Retirement Health Savings Plan
- Roth IRA
- Vacation, medical and personal leave
- Blood donation leave program
- 10paid holidays
- Beach parking sticker at resident rate
- Reimbursementof co-pays for annual physical and cancer screenings
- Paid Family Membership to SanibelRecreation Center
- Unlimited Sanibel Causeway transponder
- Cape Coral bridges transponder, if applicable