Senior Procurement Agent

This classification performs detailed technical and professional work in managing competitive solicitations for the acquisition of commodities or services. The position is responsible for the preparation, review and analysis of solicitation documents for acquisition activities that are complex and/or extensive and related work as directed. This position is responsible for overseeing the daily responsibilities of the purchasing office and providing general guidance to staff. Work is performed under the general supervision of the purchasing manager or designee, and is evaluated through conferences, reports and observation of results and adherence to established purchasing policies and regulations. A high level of task management skill and diplomatic exchange with Port Authority staff and vendors is required.
General Description: Assists the purchasing manager with scheduling, workload distribution, budget preparation and other administrative duties; evaluates and analyzes prospective purchases to determine the appropriate method of acquisition.

Management of a high volume of diverse work associated with the solicitation of competitive bids, proposals, letters of qualifications and/or quotations. Leads procurement planning and coordination activities, clearly communicates and maintains a timely and accurate exchange with client departments. Advises and instructs departments on purchasing policy and procedure.

Conducts research to obtain product or service information in order to become knowledgeable by understanding the kind and quality of items or services to be procured.

Provide assistance to client departments in developing statements of work, scopes of work or specifications to be used for competitively soliciting. Determine the basis for award and the vendor minimum qualifications with clients during solicitation drafting.

Conducts pre-bid conferences and assists in answering questions and clarifying requirements for potential respondents through official addendum(a). Facilitates staff evaluation meetings for qualifications based purchases.

Determines responsiveness of bids, quotes and proposals and responsibility of offerors and safeguards designated trade secret information.

Updates purchase requisitions in the financial system. Ensure accuracy and receipt of proper authorizations and supporting documentation on requisitions and purchase orders prior to generating purchase orders and contract orders. Inputs and updates documents as necessary.

Performs diligence in the review of bid waivers including sole source, single source, emergency and piggyback requests for acquisition and recommends appropriate action.

Prepares tabulations, compiles reference checks of vendors.

Prioritizes assigned work to meet the changing needs of the Port Authority; continually monitors status of assigned work and reprioritizes work in progress, as needed to meet demands.

Uses local newspapers and electronic posting boards to advertise and announce competitive opportunities, makes notice of meetings, issues addendum(a) and disseminates notices of award and other important and necessary information, as appropriate. Develops source lists and notifies identified sources of solicitation opportunities.

Schedules, manages and chairs prebid meetings and formal openings in accordance with Florida Sunshine Law requirements.

Train and mentor junior procurement agent staff, as assigned, to develop skills in research and document preparation.

Perform spend analysis for a wide variety of commodities and services.

Assists in updating purchasing policy and procedure as directed. Participate and assist in the research, design and implementation of automated procurement systems and related procedures.

Oversees and provides guidance related to the disposition of surplus property.

Obtains contract documents from the chief assistant Port Authority attorney and requests approval of purchase documents, as appropriate.

Assists with the preparation of and reviews documents for presentation to the Airport Special Management Committee or Joint Board of Port Authority Commissioners for approval.

Assist with vendor performance issues, working toward amicable resolve while ensuring contract compliance.

Participate in and/or conduct trainings and/or procurement related workshops.

Maintain solicitation and purchase files, reports and records.

May be assigned work in a specialized commodity category.

Performs other related work as required.

Minimum Requirements: Knowledge, Skills, and Abilities: Considerable knowledge of centralized purchasing and procurement practices and processes, competitive solicitations and negotiated procurement; and specialized procurement such as information technology, construction and/or professional design. Active knowledge of automated e-procurement systems, word processing and spreadsheet applications.

Ability to express ideas clearly and concisely, both orally and in writing with meticulous attention to detail and a positive, client-focused attitude.

Ability to establish and maintain effective working relationships with all levels of Port Authority staff, vendors and the general public.

Ability to interpret and apply Port Authority purchasing policies and procedures.

Skilled in gathering, evaluating and analyzing data and managing and tracking multiple projects concurrently.

Ability to exercise ethical judgment, accept personal responsibility.

Ability to attend work on a regular and reliable basis.

Training and Experience: High School Diploma/GED required. Bachelor’s degree and a minimum of five years purchasing experience required or an equivalent combination of training and experience may be considered. Certified Professional Public Buyer (CPPB) or other nationally recognized procurement or purchasing certification is desired.