PROCUREMENT AGENT

Village Center Community Development District•The Villages, FL

2d•Onsite

About The Position

The Villages Community Development Districts (The District) is seeking a full-time Procurement Agent with commitment, a “passion” for excellence, and a “drive” for accuracy to join their Purchasing Team. This position requires a solid background of advanced purchasing skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District and our surrounding community. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits.

Requirements

Associate degree in business, public administration, accounting or related discipline from an accredited institution or related public procurement experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
3-5 years Florida municipal, county and/or state purchasing department/contracts experience preferred.
Valid Florida Driver’s License required.
All candidates and employees must successfully pass background screening.
Knowledge of governmental purchasing methods and procedures as well as the laws, rules and regulations pertaining to the purchase of commodities and services and their importance to the District.
Has general knowledge of the policies, procedures, terminology used and activities of the Purchasing Department as they pertain to the performance of duties relating to the position of Procurement Agent, including a good working knowledge of purchasing regulations, ordinances, purchase orders, requisitions, bids, proposals, etc., and procedures and methods as required in the performance of duties.
Strong Microsoft Word and Excel skills. General knowledge in the use of pivot tables.
Strong time management and organization skills as well as the ability to prioritize and manage multiple tasks are pivotal to success in this position.
Employs advanced critical thinking and writing skills in the development and evaluation of solicitations.
Proven ability to plan, organize and/or prioritize daily assignments and work activities using independent judgment in a varied and busy work environment to successfully and efficiently meet required deadlines.
Ability to compile, prepare and maintain an assortment of records and information in an effective manner and according to departmental and/or governmental regulations to make recommendations that result in complete and accurate reports.
Ability to successfully interact and communicate with supervisors and other staff members, as well as with vendors to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.
Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, and attending training and/or courses as directed by the Assistant Purchasing Director.
Displaying responsibility, ownership, a sense of urgency for all issues regarding the purchasing operating procedures.
Strong oral, written, and interpersonal and presentation skills to effectively communicate purchasing policies and provides training and assistance to all levels of District personnel concerning Florida state statutes, regulations, and procedures for the public procurement of commodities and services.
Ability to use good judgment in formulating recommendations and preparation of independent analysis.
Excellent analytical and problem-solving skills and detail minded.
Ability to work collaboratively as a team across internal departments and external vendors and clients to meet and exceed expectations.
Professional appearance.
Has the mathematical ability to handle required calculations.
Has the ability to understand and interpret specifications and drawings.

Nice To Haves

3-5 years Florida municipal, county and/or state purchasing department/contracts experience preferred.

Responsibilities

Administers assigned solicitations from initiation through award, including review of Solicitation Requests and development of solicitation strategies.
Prepares, reviews, and issues formal solicitation documents (ITB, RFP, RFQ, ITQ), ensuring clarity, completeness, and compliance with procurement requirements.
Coordinates with End Using Departments to define scope of work, specifications, evaluation criteria, and contract terms.
Ensures all solicitations align with applicable laws, ordinances, policies, and internal procedures.
Administers the full competitive solicitation process, including advertisement, issuance, addenda, receipt, and opening of responses.
Prepares and issues public notices, bid packages, addenda, and related solicitation communications.
Utilizes automated procurement systems to manage and track solicitation activities and documentation.
Facilitates and coordinates pre-solicitation meetings, pre-bid conferences, bid openings, and selection committee meetings.
Reviews and evaluates submitts for responsiveness and responsibility in accordance with solicitation requirements.
Performs pricing and proposal analysis, including review of cost structures, qualifications, and compliance documentation.
Coordinates evaluation committee activities and ensures adherence to established evaluation procedures.
Prepares written recommendations for award, including supporting documentation, memoranda, and agenda items.
Assists in the development and execution of contracts, including preparation of agreements, amendments, renewals, piggybacks, and sole source justifications.
Ensures all required documentation (licenses, insurance, certifications, etc.) is received and compliant prior to award and execution.
Maintains accurate and organized procurement files and contract records in accordance with public records requirements.
Serves as a liaison between vendors and District staff throughout the solicitation process.
Responds to vendor inquiries, facilitates communications, and ensures fair and transparent competition.
Provides guidance to departments regarding procurement procedures, solicitation requirements, and timelines.
Prepares addenda, amendments, award recommendations, agenda materials, and other procurement-related documentation under strict deadlines.
Ensures compliance with public procurement standards, audit requirements, and recordkeeping practices.
Supports continuous improvement of procurement processes, templates, and best practices.
Performs other duties as assigned by the Purchasing Director or Assistant Purchasing Director.
Performs other duties as assigned.
May be expected to perform additional duties in an emergency.
Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
Models behavior to the District Core Values at all times.
Fosters a teamwork environment.