Procurement Officer

JOB DESCRIPTION

TITLE: PROCUREMENT OFFICER

DEPARTMENT: FINANCE

STATUS: FULL-TIME, NON-EXEMPT

PAY GRADE: 13 ($22.29 - $34.11 HOURLY)

SUMMARY:

Within the Finance Department, this position has the responsibility for the procurement of goods and services following policies, procedures, and applicable local, state and federal regulations. Duties include planning, scheduling, initiating, monitoring, and quality assurance of all procurement and contract activities. Work requires independent and professional judgment and is performed under the general direction of the Finance Director

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages the day-to-day operations of the procurement process while working closely with the Finance Department and other city departments.
• Demonstrates strong leadership competencies, including integrity, accountability, communication skills, and commitment to teamwork and excellence in responsibilities such as training all necessary staff on procurement software and practices.
• Provides high-level technical/administrative guidance on work requirements and methods and ensures departments adhere to practices in line with budgets and the City’s Purchasing Policies & Procedures manual.
• Coordinates the receipt, opening, and evaluation of quotations, tenders, or proposals for goods, services, or works.
• Manages and reviews documents for the procurement of supplies, equipment and services for the City and ensures compliance with the Purchasing Policies & Procedure manual, as well as applicable federal and state laws.
• Establishes bid/proposal/qualification standards and prepares procurement documents to publicly solicit bids and contracts for the purchase and /or lease of materials and services. and posting bids through vendor registry software
• Point of contact for issuance of RFP/RFB/RFQs through vendor registry software, receiving bids solicited by the City for various projects, and administering bid openings and distribution of the process.
• Conducts (or manages the process for) the evaluations of proposals, offers and bids in accordance with internal policy and external local, state and federal regulations while selecting the best supplier in accordance with solicitation requirements.
• Assures all invoices are audited for compliance with contract terms and supervises contract closeout.
• Responsible for ensuring records are maintained and procurements are documented from origination through completion.
• Coordinates routinely with other departments to assure effective and timely coordination and teamwork in procuring goods and services. Provides procurement research, guidance, and direction by presenting available procurement options.
• Exhibits a strong sense of urgency to maintain high personal performance while making decisions and allocating resources in a cost-efficient manner.

· Attend meetings and training (both during and after regular office hours) as deemed necessary by the Clerk and City Manager;

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:

The preferred candidate will possess a bachelor’s degree in public administration, business, accounting, contract management, or a closely related field and have two to five years of experience in procurement management in a governmental, grant-funded, and federally regulated environment. Government procurement experience, Certified Public Purchasing Officer (CPPO) or Certified Purchasing Management (CPM) is strongly desired. Candidate must possess a strong working knowledge of procurement, invoice processing, and payment functions in an electronic environment.

SUPERVISORY RESPONSIBILITIES:

None.

WORK ENVIRONMENT:

· The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Interpersonal Temperament: Requires the ability to deal with people from a variety of departments in both giving and receiving instructions. Must be able to perform under stress of frequent deadlines.

· Skilled in written and oral communications for effective expression and clarity in task assignments.

· Ability to consistently demonstrate and effectively utilize supervisory techniques and principles.

· Ability to exercise sound judgment and make independent decisions in accordance with established departmental policies and procedures.

· Ability to establish and maintain effective working relationships with supervisor, support staff, and other departments position interact with.

· Ability to analyze, organize and review work for efficient results and accuracy.

· Ability to handle a multitude of diverse tasks simultaneously while maintaining attention to detail to ensure accuracy in task performance.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk, and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include close, distance, color, peripheral vision, and depth perception. The employee regularly lifts and/or moves up to 25 pounds.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

Experience with word processing, spreadsheets, Internet software, Adobe Acrobat, email, and/or database software preferred. Microsoft Office skills are required.

Considerable experience in the performance of responsible and complicated clerical work, including the assembly, promulgation, recording, and keeping of official files and records;

Computer literate and adaptable to new technologies. Must be proficient in the use of copy machines and computer software, including Microsoft Office Suite (PowerPoint, Excel, Word, and Outlook);

Must be able to draft articulate business correspondence;

Applicants are subject to pre-employment screening.

REQUIRED LICENSES AND CERTIFICATES:

· Government procurement experience, Certified Public Purchasing Officer (CPPO) or Certified Purchasing Management (CPM) is strongly preferred.

· Bachelor’s Degree in public administration, business, accounting, contract management, or a closely related field (Strongly preferred)

· Possession of a valid driver’s license or ability to report to work on time and on schedule (Required)

EQUAL OPPORTUNITY EMPLOYER:

The City of Gulf Breeze, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Gulf Breeze will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Job Type: Full-time

Pay: $22.29 - $34.11 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $22 - $34