Administrative Procurement Coordinator (Public Works)

City of Hollywood, Florida • Fl, FL

5d • Onsite

About The Position

The City of Hollywood is seeking an Administrative Procurement Coordinator (Public Works) to provide technical and administrative support for the department's procurement projects. This role involves preparing, tracking, and submitting procurement documents, acting as a liaison with procurement agents, and monitoring the electronic sourcing system (Open Gov). The position supports various operational needs including water, wastewater, stormwater, instrumentation, and control, as well as underground utilities and engineering/construction services. The incumbent will exercise judgment in planning and carrying out assignments, with management-level assistance for complex situations. Work is reviewed for accuracy and compliance.

Requirements

• High School Diploma or GED equivalent plus three (3) years of progressively responsible administrative experience in procurement, including the use of computers and standard software applications such as Word and Excel.
• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

Nice To Haves

• Associate Degree in a related field plus five (5) years of progressively responsible administrative experience in procurement.
• Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Responsibilities

• Types correspondence, emails, invoices, statements, reports, and other materials; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Prepares a variety of periodic and special reports relevant to the department’s operations and functionality.
• Prepares, accumulates, and uploads applicable Agenda items and supporting documentation, including resolutions, forms, purchase orders, contracts, checklists, etc.
• Works directly with Procurement staff in the production of purchasing documents using Microsoft Office programs and assists in preparing City Manager memorandum and resolution packages.
• Operates the computer-based contract control system to monitor the department’s new and existing contracts, while monitoring expiration dates, Certificate of Insurance, and ensuring the contracts supporting documents remain valid for performance.
• Tracks and report procurement related performance measures and deliverables related to DPU.
• Assist with responses to public information and service requests, including the accumulation of information and documents to respond to requests timely.
• Maintains the document control logs for both incoming and outgoing documents; assist with information relating to DPU Hollywood’s connect tracking.
• Requisitions supplies, assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards.
• Operates a computer, photocopier, printer, calculator, facsimile machine, and recording equipment.
• Maintains manual or automated filing systems; prepares and organizes documents and related records, including procurement templates, forms, and checklists.
• Maintains appointment calendar for self and Assistant Directors, and other executive level as requested.
• Responds to telephone or in-person inquiries; greet the public; provide information on departmental services and functions; direct callers.
• Collects, and compiles data for operation administrative and annual reports, agendas, and agreements; performs varied arithmetical computations.
• Schedules and coordinates events with Office of Procurement for DPU to include procurement events, meetings, trainings presentations, conferences.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Work in conjunction with Procurement on DPU’s disposal of surplus property, transfers, etc.
• Establish and maintain effective and professional relationships with work colleagues, supervisors, and managers.
• Performing other duties as required.

Benefits

• Low cost health insurance (Medical, Dental, Vision)
• Flexible Spending Plans
• 4-Day Work Week
• Award Winning Wellness Program
• Generous Paid Time Off Program (13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave)
• Federal Student Loan Forgiveness Program (for employees with 10 years of public service and on-time payments)
• Competitive pay, benefits package and pension plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED