Procurement Specialist

Under the general direction of the Procurement Administrator, the Procurement Specialist performs advanced technical and professional work and is responsible for all aspects of the procurement cycle, from initiation to contract closeout, for a variety of commodities, inventory control, and other duties for the City. The Procurement Specialist assists the Procurement Administrator with projects associated with construction, non-professional and professional services. Establish and maintain effective communications, both verbal and written, with vendors and City employees.

Examples of Essential Functions:

1.0 Provides administrative and customer support of the Purchasing Department. (95%)

1.1 Reviews and evaluates requisitions submitted by City departments for commodities, materials supplies, services, and equipment.

1.2 Provides technical assistance to department personnel regarding requirements, available competition methods and other options.

1.3 Recommends alterations to reduce cost, improve quality and facilitate delivery.

1.4 Reviews quotations for compliance with the Purchasing policy and procedures.

1.5 Follows up and monitors all open purchase orders.

1.6 Assists the Procurement Administrator in administering all activities and procedures associated with the acquisition of all City commodities and services. Represents the Procurement Administrator in his/her absence for assigned purchasing transactions.

1.7 Assists City departments with daily purchasing requirements, annual contracts, and vendor arbitration and provides guidance to ensure the timely procurement of goods and services.

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

1.9 Manages, analyzes, and administers single/sole source requests, emergency purchase orders, attends pre-bid meetings and bid openings, tabulates and analyzes for review by City staff.

1.10 Maintains procurement/vendor files to document compliance with state record retention rules.

1.11 Approves award of solicitations, contracts, sole source, emergencies, requisitions, purchase orders, and contract amendments in accordance with established procurement policies and procedures.

1.12 Acts as liaison between departments and vendors. Communicates with vendors on aspects of the business relationship related to procurement transactions.

1.13 Monitors expiration of contracts for renewals or new solicitations to avoid an interruption in service and maintains approved vendors list.

1.14 Develops and prepares various purchasing reports.

1.15 Researches and resolves product, pricing and distribution issues with vendors.

1.16 Researches the utilization of contracts from cooperative organizations or other governmental agencies.

1.17 Adheres to laws, regulations and policies of the City and of the assigned Department. Follows instructions provided by Department Director or their designee.

2.0 Additional Duties and Responsibilities (5%)

2.1 Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.

2.2 Follows safe working practices and has a working knowledge of safety practices and procedures.

2.3 Provides assistance to the Procurement Administrator.

2.4 Provides training on Purchase Card and Purchasing policies and procedures.

2.5 Assists in the training and the maintenance of the purchasing software application.

2.6 Participates in department meetings, staff meetings and other related activities.

2.7 Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.

2.8 Maintains, preserves, retains, and disposes public records pursuant to FS Chapter 119.

1.0 Emergency Management Role

1.1 Participates as a member of the City staff as required to take action in the event of an emergency.

1.2 Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan, supervisor or designee. As a member of the Finance Department may be assigned to assist the Purchasing Agent to maintain vendor information, coordinate acquisition and delivery of supplies and/or provisions to support the resources of the City of Casselberry.

(These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job related marginal duties as required.)

Typical Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

A. Education and Training: A minimum of a Bachelor’s degree (BA/BS) in Purchasing, Business Administration, or related field and a minimum of one (1) year purchasing experience; or an Associate’s degree and a minimum of three (3) years purchasing experience; or a High School Diploma or GED and a minimum of five (5) years purchasing experience. A comparable combination of education and experience may be considered.

B. Experience: A minimum of three (3) years’ experience in purchasing or related field is required. Government agency experience is preferred.

C. Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver’s license. Certified Public Procurement Officer (CPPO), Certified Public Procurement Buyer (CPPB), and/or Certified Purchasing Manager Certification (CPM) desired. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.

D. Security Clearance: Florida Department of Law Enforcement background clearance is required.

E. Knowledge, Skills and Abilities:

• Knowledge (intermediate to advanced level) of local, state and federal regulations affecting work.

• Knowledge (intermediate to advanced level) of principles and practices of central purchasing, supply source, price trends, market conditions and property control.

• Knowledge of business management practices.

• Knowledge of sources of supply, ability to search internet for products and service requests.

• Skill in effectively dealing with the public and other agencies in a courteous, tactful and impartial manner.

• Skill in the operation and use of general office equipment and personal computer.

• Ability to coordinate multiple tasks, meets deadlines, handle detailed work and maintain focus with request interruptions.

• Ability to make independent judgment as to the purchase of commodities relative to quality and price; organize and expedite orders.

• Ability to learn the automated purchasing and inventory program.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to operate a motor vehicle.

• Ability to maintain confidential information.

• Ability (intermediate to advanced level) to utilize Microsoft Office Suite, e.g. Outlook, Word and Excel.

• Ability to support the mission statement of the City of Casselberry: The City of Casselberry is a community that provides high quality service through dynamic leadership, strategic thinking, prudent resource management, and effective partnerships with its citizens and businesses.

• Ability to support the core values of the City of Casselberry

• Honesty, integrity, and morality as the foundation of city government.

• Professionalism as the hallmark of efficient and effective government service.

• Public health, safety, and welfare promoted through uniform enforcement of laws and regulations.

• Fiscal responsibility and sustainability.

• Environmental stewardship.

• Quality customer service.

• A strong sense of community.

• Ability to support the vision of the City of Casselberry of a vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.