Contract Specialist/Administrative Assistant

The City of Coral Gables•City of Coral Gables, FL

About The Position

Performs responsible administrative and technical duties within the Finance Department’s Procurement Division. The position combines contract specialist and administrative assistant responsibilities, supporting procurement processes, contract administration, division operations, and customer service.

Requirements

Associate’s degree in Finance, Business, Public Administration, or a related field.
Two years of responsible purchasing experience, including bid processing and contract administration.
Valid Florida Driver’s License.
Any combination of education and experience may be considered.

Nice To Haves

Bachelor’s degree preferred.
CPPB (Certified Professional Public Buyer), CCPP (Certified Public Purchasing Officer), CPM (Certified Purchasing Manager), or CPSM (Certified Professional in Supply Management) certification is desired.

Responsibilities

Prepare competitive sealed bids, competitive sealed proposals, requests for quotations, and requests for statements of qualifications tabulations and due diligence reviews.
Assist with preparing formal and informal bid specifications, scopes of services, and scopes of work to align with department objectives and avoid restricting competition.
Schedule, advertise, and assist with pre-bid and pre-proposal conferences and evaluation committee meetings.
Conduct reference checks and other necessary reviews of potential bidders on behalf of Procurement Specialists.
Research and facilitate emergency requests, investigate sole source purchases, and identify piggyback contract options to meet departmental needs.
Assist Procurement Specialists with drafting Commission memos and resolutions.
Review contracts and leases for consistency with resolutions, solicitations, and applicable governing laws and ordinances in preparation for execution.
Attend meetings and conferences on behalf of the Procurement Division as directed.
Track contracts approaching the end of their terms and coordinate renewals or re-bids with departments.
Issue informal quotes and solicitations for goods, equipment, and services.
Perform special projects assigned by the Chief Procurement Officer and Assistant Chief Procurement Officer.
Assist with disposition of surplus equipment and property.
Assist with annual year-end closing, including inventory activities as applicable.
Prepare comprehensive reports and maintain good working relationships while providing customer service to vendors, City employees, the public, and other agencies.
Research piggyback contracts and other procurement policies and procedures with municipalities and other sources.
Prepare contract documents for routing through the City for execution.
Work with Project Managers and end users to ensure scopes of work align with department objectives.
Administer and coordinate site visits for construction bids and RFPs as needed.
Handle division mail, phone calls, and front desk duties; provide information to internal and external customers.
Compose and prepare responses to correspondence; maintain records and files.
Operate computers, fax machines, and other office equipment.
Prepare materials for division meetings and public speaking presentations; prepare, maintain, and distribute reports.
Comply with regulations, policies, work procedures, and instructions.
Maintain and order office supplies and handle division payroll activities.
Provide primary backup support for the Sr. P-Card Administrator/Administrative Assistant position.
Perform other related tasks and duties as assigned.