Procurement Specialist II

Job Category:

Exempt Hiring Range: Pay Basis:

Annually

Subject to Grant Funding?: No Essential Job Functions: 1. Negotiates contracts including but not limited to, group purchasing organizations, State of Florida, privately negotiated pricing, etc. to purchase at the lowest possible price and overall value to the University.

2. Reviews catalogs, industry periodicals, directories, trade journals, and Internet sites and consults with other department personnel to locate necessary products, services, and equipment.

3. Researches and evaluates suppliers, based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history.

4. Monitors changes affecting supply and demand, tracking market conditions, price trends, or futures markets.

5. Studies usage records and inventory levels of current stock to develop strategic purchasing programs that facilitate employee access to supplies.

6. Analyzes market and delivery systems to assess present and future material availability.

7. Prepares reports regarding market conditions and merchandise costs.

8. Maintains knowledge of all organizational and governmental rules affecting purchases and provides information about these rules to organization staff members and to vendors.

9. Participates in the development of specifications, scope of work for products, services, and equipment.

10. Writes and reviews product specifications, maintaining a working technical knowledge of products, services, and equipment to be purchased.

11. Prepares sourcing events for all Rfx.

12. Reviews purchase requisitions to verify accuracy, terminology, and specifications.

13. Analyzes price proposals, financial reports, and other data and information to determine reasonable prices.

14. Negotiates, renegotiates, and administers contracts with suppliers, vendors, and other representatives.

15. Prepares and processes purchase requisitions and purchase orders for products, services, and equipments.

16. Reviews purchase order claims and contracts for conformance to university policy.

17. Responds to customer and supplier inquiries about order status, changes, or cancellations.

18. Tracks status of purchase requisitions, contracts, and orders.

19. Contacts suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.

20. Monitors shipments to ensure that goods come in on time, and resolve problems related to undelivered goods.

21. Confers with staff, users, and vendors to discuss defective or unacceptable goods or services and determine corrective action.

22. Compares suppliers' bills with bids and purchase orders to verify accuracy.

23. Maintains records of goods ordered and received.

24. Maintains and reviews computerized or manual records of purchased items, costs, deliveries, product performance, and inventories.

25. Evaluates and monitors contract performance to ensure compliance with contractual obligations and to determine need for changes.

26. Monitors contractor performance, recommending contract modifications when necessary.

27. Arranges for disposal of surplus materials.

28. Monitors and follows applicable laws and regulations.

29. Formulates policies and procedures for bid proposals and procurement of products, services, and equipment.

30. Attends meetings, trade shows, conferences, conventions, and seminars to network with people in other procurement profession.

31. Completes special projects as assigned.

32. Performs other duties as assigned or required.

Marginal Job Functions: Required Knowledge, Skills, & Abilities: KNOWLEDGE:
1. Working knowledge of audio-visual products and services, and information technology products, services, equipment, and agreements.
2. Advanced knowledge of MS Office Suite (Outlook, Word, and Excel).
3. Customer and Personal Service - Thorough knowledge of principles and processes for providing customer and personal services. This includes needs assessment, meeting quality standards for services, and evaluation of user satisfaction.
4. English Language - Thorough knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
5. Law and Government - General knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

SKILLS:
1. Active Listening - Advanced skills in giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
2. Reading Comprehension - Advanced understanding of written sentences and paragraphs in work-related documents.
3. Speaking - Advanced skills in talking to others to convey information effectively.
4. Writing - Advanced skills in communicating effectively in writing as appropriate for the needs of the audience.
5. Critical Thinking - Proficient skills in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
6. Judgment and Decision Making - Advanced skills in considering the relative costs and benefits of potential actions to choose the appropriate one.
7. Complex Problem Solving - Proficient skills in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
8. Negotiation - Proficient skills in bringing others together and trying to reconcile differences.
9. Persuasion - Proficient skills in persuading others to change their minds or behavior.
10. Active Learning - Proficient skills in understanding the implications of new information for both current and future problem-solving and decision-making.

ABILITIES:
1. Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
2. Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (including finding a relationship among seemingly unrelated events).
3. Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:
1. Speech Recognition - Must be able to identify and understand the speech of another person.
2. Speech Clarity - Must be able to speak clearly so others can understand you.
3. Near Vision - Must be able to see details at close range (within a few feet of the observer).
4. May be required to work nights or weekends.
5. May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.
6. May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
7. May be required to accomplish job duties using various types of equipment/supplies, to include but not limited to pens, pencils, and computer keyboards. Job Requirements: Required Certifications/Licensures: Certified Public Procurement Professional (CPPP) or ability to obtain within one (1) year from the date of employment. Required Education: Associate's Degree Major (if required): Required Experience: Associate’s degree or equivalent combination of experience and/or education and minimum five (5) years’ experience in procurement, preferably in audio visual, information technology, sourcing, and negotiation,

-OR-

Bachelor’s degree or equivalent combination of experience and/or education and minimum three (3) years’ experience in procurement preferably in audio visual, information technology, sourcing, and negotiation.
Preferred Qualifications: 1. Bachelor’s degree in Business, Management, Public Administration, or related field.

2. Experience with e-commerce tools.

3. Professional procurement certification such as Certified Purchasing Manager (CPM), Certified Public Purchasing Buyer (CPPB), Certified Public Purchasing Officer (CPPO).

4. FEMA Certifications.

5. Experience with SAP (Ariba) or other ERP systems. Is this a safety sensitive position? No Background Screening Required? Yes Pre-Employment Conditions: Sensitivity Disclaimer: Nova Southeastern University is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities, and will make reasonable accommodation when necessary.

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