Officer, Procurement

Hillsborough County Public Schools•Tampa, FL

About The Position

The Officer, Procurement, Contracts, will report to the Senior Procurement Officer in support of the Procurement Department in the Business Division. This role involves managing assigned clerical staff and subordinate professional personnel, taking responsibility for the overall direction, coordination, and evaluation of assigned teams. The position requires carrying out supervisory responsibilities in accordance with the district’s policies and applicable state and federal laws, including interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems. All district employees are expected to demonstrate regular and predictable attendance, support the district’s vision, mission, goals, and Strategic Plan, engage in civility, respect, and professionalism, and maintain the professional knowledge and skills necessary to perform their duties.

Requirements

Two (2) years of increasingly responsible experience in purchasing.
Reads and interprets general business and professional journals, technical procedures, or regulations.
Writes reports, correspondence, and manuals.
Effectively presents and responds to questions from managers and the public.
Calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Applies concepts of basic algebra and geometry.
Solves practical problems and deals with a variety of concrete variables in situations where only limited standardization exists.
Interprets a variety of instructions furnished in written, oral, diagram, or schedule form.
Microsoft Office, and district data systems.

Nice To Haves

Achievement Focus: Sets and achieves challenging goals. Demonstrates persistence and overcomes obstacles. Measures self against standards of excellence. Recognizes and acts on opportunities. Takes calculated risks to accomplish goals.
Business Ethics: Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.
Communications: Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication methods.
Continuous Learning: Assesses own strengths and weaknesses. Seeks feedback to improve performance. Pursues training and development opportunities. Strives to continuously build knowledge and skills. Shares expertise with others.
Customer Service: Displays courtesy and sensitivity. Manages difficult or challenging customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

Responsibilities

Gathers historical expenditure information and specifications. Meets with internal customers and stakeholders to understand needs and desired results. Suggests the appropriate solicitation method and schedule requirements. Researches market conditions and similar solicitations.
Is responsible for collecting all stakeholder feedback, editing documents, selecting appropriate suppliers, posting solicitation, addendums and questions /answers to electronic bid notification web site.
Conducts all pre-bid meetings, responds to supplier questions and tabulates responses. Shares responses with internal customers and employees making recommendations where needed. Conducts all committee meetings, supplier presentations, and vendor fairs.
Solicits and provides project life of contract costs or total cost of ownership when multiple variables exist and contract period is multiple years.
Is responsible for final negotiations for Request for Proposals, Invitations to Negotiate, or when a single response is received. Prepares and uploads agenda and supporting documents to automated agenda software.
Analyzes tabulations, resolves vendor minor irregularities, ensures responses contain all necessary paperwork and sign-offs.
Is responsible for setting up contract information in Lawson ERP software ensuring contract renewal information and enters multiple awards. Updates Procurement Officer after completion.
Maintains all records from inception to contract completion.
Responds to all public records requests and possible vendor protests.
Maintains the integrity of ERP software information regarding agreements, item information, and required purchase order information.
Provides guidance, training, and motivation to Procurement Assistants.
Performs post audits on contracts and ensures contract compliance.
Assists with informal bid solicitations, source planning, and problem resolution with end-users and vendors.
Monitors the service level and performance of vendors.
Performs any other duties as assigned.
Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the district.