Procurement/Contract Specialist

GENERAL PURPOSE:

The Procurement/Contract Specialist performs administrative and paraprofessional work in the sourcing, procurement, and contract management of a variety of goods and services, maintenance repair, and operating supplies, equipment, and professional services for the City. The incumbent must exercise considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, bids, contract management and proposals, and the resolution of problems. This work is performed under general supervision - the incumbent normally receives little instruction on routine work and general instruction on new projects and assignments; work is reviewed periodically through meetings, customer feedback, analysis of reports, and results obtained to ensure conformity with established policies.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Performs contract administration. Provide guidance to project managers in the management of their contracts. Assists in preparing, and revising contract language (including the "Statement of Work" when needed); resolving procurement issues such as contract performance, compliance, contract amendments, renewals, stop work orders, and other contract-related documents. Assures bonds, insurance, and other risk management instruments are up to date and maintained. Follows through to insure proper close-out of contractual actions.

Review purchase requests to determine requirements for competitive bidding, written quotations, verbal quotations, etc. in accordance with procurement laws and policies; review purchase requisitions for accuracy and compliance.

Prepares selected formal and informal solicitations based on regulations pertaining to funding sources involved, applicable laws and policies, current marketplace conditions, and lead time for material specified.

Conducts pre-bid, bid hearings, and related meetings, and tabulates and analyzes bids and proposals to ensure all specifications are met. Prepare award recommendations for City Management or Commission approval.

Assists departments with daily purchasing requirements, annual contracts, and vendor arbitration.

Communicates with internal customers regarding needs for services, materials, supplies, equipment, and required delivery schedules.

Formulates and maintains price agreements covering commonly used commodities and performs research for existing contracts upon request from departments.

Maintains and updates various databases, contracts, and files related to the Procurement Division on the City's ERP, intranet, and external website. These may include, but are not limited to information on vendors, formal and informal solicitations, term and piggyback contracts, information pertaining to current requests for bids, bids open for consideration, and bids awarded.

Assists with training City staff in procurement related topics, such as purchase requisitions, receipts processing, change orders, purchasing inquiries, and training on the vendor's buy-on-line program.

Responds to telephone/fax/email inquiries and requests within 24 hours. Performs other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Working knowledge of governmental procurement operations and legal requirements regarding contracts, procurement terms, methods, laws, policies, and procedures.

Working knowledge of sources of supply, ability to search the internet for products/services requested.

Skill in the use of presentation software, database software, or accounting software, or the ability to gain such skill.

Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Ability to maintain focus and flexibility with frequent interruptions; ability to follow up and monitor the status of ongoing projects.

Ability to complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow up, and take tasks to completion.

Ability to make independent judgments as to the procurement of commodities relative to quality and price; organize and expedite orders.

Ability to perform a range of professional analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative.

Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals

Ability to properly interpret, ensure compliance with, and make recommendations in accordance with laws, regulations, and policies.

Ability to make critical and difficult decisions with some direction that conforms to the policies and procedures of the City and the Department.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public. Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

This position is performed with working knowledge - the incumbent has the ability to recall and apply important and commonly used information from relevant source documents or information in a particular subject field.

MINIMUM QUALIFICATIONS:

Bachelor's degree or equivalent with coursework in business administration, law, or other related field; supplemented by a minimum of five years of experience in government procurement (reviewing, preparing, and/or monitoring of purchasing contracts).

An equivalent combination of education, training, and experience, which provide the necessary knowledge, skills, and abilities, and other competencies required for the position may be considered.

CERTIFICATIONS, TRAINING, SPECIAL REQUIREMENTS:

Certified Professional Public Buyer (CPPB) or Institute for Public Procurement Certified Procurement Professional (NIGP-CPP).

Possess and maintain a valid State of Florida Driver's License, Class E or higher.

Note: All certifications must be current at the time of application and must be maintained as a condition of continued employment.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0-10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA-accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printers

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and the employee and is subject to change by the City as the needs of the City and requirements of the job change.

The City of Winter Park is an Equal Opportunity Employer. In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, The City provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.