Department:
Business Services

Reports to:
Procurement Manager

Pay Grade/Salary Range: 111 - $44, $67, $ hourly)

GENERAL DESCRIPTION:

This professional role is dedicated to acting as the Administrator in the formulation, distribution, and awarding of bids and proposals aimed at acquiring goods and/or services while adhering to budgetary constraints and regulatory standards.

Responsibilities encompass contract management and supporting the Purchasing Manager's responsibilities during their absence.

ESSENTIAL JOB FUNCTIONS:

The following statements outline the primary responsibilities of the position and its scope of authority but should not be viewed as an exhaustive list of job requirements. Additional duties may be assigned as necessary.

Procurement of Goods and Services:

This role is accountable for orchestrating the procurement of necessary goods and services in compliance with all relevant federal, state, and local laws, policies, and procedures.

Maintain precise records and ensure follow-up.

Evaluate current procurement practices and suggest enhancements through more effective procurement strategies, e-procurement, privatization, bulk discounts, standardization, value analysis, or cooperative purchasing.

Prepare and scrutinize competitive sealed bids, competitive sealed proposals, and formal written quotes.

Assist in crafting highly technical and intricate specifications, contracts, and solicitation documents, along with all associated research and value analysis.

Collaborate with Departments to negotiate with consultants and contractors regarding specifications, scope of work, pricing, terms, and conditions.

Investigate market sources and suppliers to identify and secure the most cost-effective and competitive pricing for the acquisition of supplies and services.

Uphold the integrity of the public procurement process.

Facilitate Meetings:
Organize meetings, coordinate, and oversee the activities of evaluation committees.

Purchase Orders:
Assess requisitions to ensure adherence to proper procurement protocols. Propose alternatives that would yield greater value.
Examine and authorize contracts, purchase orders, change orders, and other documents within designated authority.

P-Cards:
Manage the P-Card program, responsible for training, card issuance, receipt entry review, and monthly charge reconciliation. Conduct annual and periodic card inventories.

Customer Service:

Engage with employees, consultants, contractors, and suppliers to familiarize them with procurement policies and procedures and to gather information on required products and services.

Effectively communicate purchasing policies and procedures. Develop training materials and provide purchasing-related training as necessary.
Consistently adhere to Board policies and procedures.
Respond constructively to change and perform all other related tasks/duties as required and directed.

KNOWLEDGE, SKILLS AND ABILITIES:
Familiarity with the principles, practices, and legal requirements of public procurement.
Understanding of general government operations including fixed assets, fuel sites, and purchasing card processes.
Ability to follow and enforce Board adopted policies and procedures.
Capability to conduct cost and statistical analysis.
Ability to maintain effective working relationships with coworkers, supervisors, managers, directors, Elected Officials, vendors, and the general public.
Effective communication skills, both oral and written.

Proficiency in utilizing computer software programs such as Microsoft Office Suite, including Word, Excel, PowerPoint, and other database software.

Ability to prepare specifications and assess quotes, bids, and proposals.
Capacity to plan, formulate, and execute tasks and projects.
Knowledge of Florida Statutes on Purchasing, Professional Services, and Construction.
Awareness of Federal regulations related to grant funding.

Proficiency in utilizing computer software programs such as Microsoft Office Suites, including Word, Excel, PowerPoint, Adobe, and other necessary software.

Familiarity with Microsoft Teams, Cisco Jabber, FinPlus ERP, and Cobblestone contract management software is advantageous.

PHYSICAL SKILLS:

The individual in this role must be able to remain stationary for 70% of the time.

Must frequently position themselves to access files and other office items located on low shelves or the floor.

Must be capable of reviewing daily email and postal mail correspondence. Regularly communicates with the public, vendors, businesses, coworkers, and the Board of County Commissioners. Must be able to exchange accurate information in these situations. Frequently operates various types of office equipment, including computers and copy machines. Occasionally ascends/descends stairs. Rarely moves materials and office equipment weighing up to 25 lbs. Constantly works in an indoor environment.

Rarely works in adverse outdoor weather conditions and must be able to perform site visits that may involve rough terrain or construction zones.

Rarely operates a motor vehicle for up to four (4) hours continuously or intermittently.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

An Associate's degree from an accredited college or university in Business Administration, Public Administration, or Accounting, along with a minimum of three (3) years of progressively responsible experience in purchasing, business analysis, or accounting, or 8 years of progressively responsible professional experience may be substituted for the degree and experience.

Government experience is preferred.
LICENSES, CERTIFICATIONS, OR REGISTRATIONS:
Must possess and maintain a valid Florida Driver License. Universal Public Procurement Certification Council (UPPCC) or National Institute of Governmental Purchasing (NIGP) procurement certification is preferred.

OTHER JOB-RELATED REQUIREMENTS:
Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS does not discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics, or any other legally protected group/class.

We are proud to be a drug-free workplace. Screening tests for illegal drug use may be required as a condition of employment.

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