The Procurement Administrator is responsible for the direction and coordination of the City’s purchasing, inventory control and contract administration, and for the budget preparation of the Procurement division for the City of Casselberry. The Procurement Administrator is responsible for the direct supervision and evaluation of the performance of assigned direct and contracted staff. The Procurement Administrator has the freedom to establish, implement and oversee policies in the selected division restricted only by broad City-wide policies.
Examples of Essential Functions:
Provides direction and coordination of the purchasing division. (45%)
Develops and implements policies and procedures regarding purchasing.
Prepares and reviews solicitation documents for accuracy and compliance with City purchasing policy and state regulations; ensures solicitations are properly advertised; arranges for distribution of solicitation documents to vendors; prepares and issues addenda as required; represents the City at bid/proposal openings; verifies responsiveness to specifications; coordinates and conducts evaluation committee meetings; recommends award of solicitations. Ensures competitive selection.
Acts as a liaison and provides technical expert assistance to all parties involved with or interested in the competitive selection process. Establishes and regulates the technical specifications of the competitive selection, creates process to ensure competition is not unjustly restricted.
Reviews department purchase requisitions, determines availability of funds and approves and creates purchase orders.
Reviews all purchase contracts to assure they comply with City purchasing policies and procedures and applicable federal and state laws. Solicits price quotations. Ensures competitive selection.
Administers and coordinates the purchasing card program. Develops and conducts training of cardholders. Conducts audits to ensure compliance with purchasing policies and procedures. Investigates and recommends changes and enhancements to the program.
Ensures proper closeout of purchase orders in computer system.
Provides direction and coordination of the inventory control. (45%)
Develops and implements policies and procedures regarding inventory control.
Supervises inventory control operations, including annual inventory. Investigates any material variances between perpetual and physical inventories. Prepares monthly and year end closing of purchasing and all inventories.
Reviews inventory levels and product/supply demands to ensure product availability from all vendors and financial compliance. Researches available resources and utilization of other City, County and State contracts.
Researches and resolves product, pricing and distribution complaint issues with vendors. Prepares costs estimates when required.
Identifies surplus property and sells property utilizing public auction within the established procedures.
Adheres to laws, regulations and policies of the City and of the assigned Department. Follows instructions provided by Department Director or their designee.
Provides instruction to departments regarding proper information required on purchase requisitions.
Supervisory Responsibilities (5%)
Supports and exemplifies the City’s identified core values, supports the mission and assists the City to attain its’ vision and goals through the efficient operation of assigned employees and/or departments.
Carries out management responsibilities in accordance with the organization’s policies, procedures and applicable laws, including employment laws.
Collaborates with HR and the Finance Director in accomplishing employee selection, training and performance management functions.
Works collaboratively with HR and the Finance Director to address complaints and assist in resolving employee relation issues and holds employees accountable for their performance/behaviors as necessary.
Rewards employees appropriately and evaluates performance in a timely manner using the employee evaluation forms instituted by the City of Casselberry.
Oversees and ensures that the required Department/Division orientation and training and applicable on-the-job training is completed.
Additional Duties and Responsibilities (5%)
Performs all duties and responsibilities in a manner consistent with the core values of the City, and consistent with City and Department policies.
Follows safe working practices and has a working knowledge of safety practices and procedures.
Provides assistance to all departments in analyzing their operations and identifying and establishing current and future procurement needs.
Coordinates with and assists accounts payable, budget and accounting staff.
Maintains purchasing software application; approves new vendors and maintains approved vendor list.
Participates in department meetings, staff meetings and other related activities.
Completes the identified required or assigned training timely and applies acquired knowledge and/or skills.
Maintains, preserves, retains, and disposes public records pursuant to FS Chapter 119.
Emergency Management Role
Participates as a member of the City staff as required to take action in the event of an emergency.
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 as 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.)
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.
Education and Training: A minimum of a Bachelor’s degree (BA/BS) in accounting, economics, business administration or related field is required. A comparable combination of education and experience may be considered.
Experience: A minimum of three (3) years’ experience in purchasing or related field is required. Government agency experience is preferred.
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) is preferred. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.
Security Clearance: Florida Department of Law Enforcement background clearance is required.
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 basic supervisory practices and procedures.
- Skill in effectively dealing with the public and other agencies in a courteous, tactful and impartial manner.
- Ability to establish and maintain effective working relationships with other employees and the public.
- Ability to conduct interviews of prospective employees.
- 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.
Selected applicant will be eligible for a salary up to $72,840/yr. depending on qualifications.