Procurement and Contracts Coordinator

Sarasota County Government

21h•Onsite

About The Position

Join Sarasota County's Parks, Recreation and Natural Resources (PRNR) Team as a Procurement and Contracts Coordinator and help support the business operations of the PRNR Department. In this role, you will partner and assist with business operations activities while developing the knowledge, skills, and abilities necessary to support critical departmental functions. This is a great opportunity to build knowledge and hands-on experience in core business functions through training and cross-functional support. In this role, you will... Procurement and Contract Administration Support Assist with, and progressively assume responsibility for, procurement activities, including solicitations, purchasing, contract documents, and vendor communication. Support the preparation, review, and routing of procurement and contract-related documents. Maintain procurement and contract files, records, insurance certificates, and supporting documentation. Assist with monitoring contract milestones, deliverables, renewals, amendments, and compliance requirements. Coordinate meetings, schedule, document routing, approvals, and logistical activities associated with procurement and contract administration processes. Learns County procurement policies, procedures, and contract administration requirements. Assist with preparation of Board agenda materials, supporting documentation, correspondence, and reports related to procurement and contract activities. Financial and Administrative Coordination Serve as Purchasing Card (P-Card) Account Coordinator for PRNR, reviewing transactions and preparing monthly reconciliation packets for the Clerk's Office. Coordinate with vendors and contractors to ensure compliance and resolve issues related to insurance, maintenance, deliveries, billing, contracts, and quotations. Assist with procurement activities, including preparation of requests for proposals (RFPs), contract administration, performance monitoring, and issue resolution. Prepare and processes required financial and administrative forms in accordance with Procurement and Clerk's Office policies and procedures, including hospitality and deposit documentation. Assist with tracking expenditures, purchase orders, encumbrances, invoices, contract compliance requirements, and budget-related information; maintain related records and tracking systems. Assist with monitoring operating funds, budget-related transactions, and financial records; identify discrepancies and coordinate resolution with appropriate staff. Support financial reporting through the preparation of analyses, reconciliations, reports, documentation, and other supporting materials. Coordinate with departmental staff to ensure the timely completion of financial, procurement, and administrative processes. Prepare and maintain Smartsheet’s spreadsheets, financial tracking tools, reports, and supporting documentation for management review and decision-making. Coordinate administrative approvals, records management, document retention activities, and document routing processes in accordance with County policies and procedures. Business Operations and Process Support Assist with development and maintenance of operational procedures, process documentation, templates, training materials, and workflow tracking tools. Support departmental business systems, reporting tools, workflow automation solutions, and other technology resources used to improve business operations. Assist with data collection, analysis, reporting, and maintenance of operational tracking systems to support management review and decision-making. Research and compile information from multiple sources to support operational analysis, business process improvements, and management decision-making. Participate in operational improvement initiatives, project teams, and special assignments involving process improvements, workflow efficiencies, and implementation of new business practices. Support implementation, testing, and documentation of new processes, technologies, procedures, and business practices. Cross-Training and Succession Planning Participate in structured cross-training and mentorship activities to develop proficiency in procurement, contract administration, financial coordination, business operations, and other departmental functions. Develop working knowledge of County policies, procedures, systems, and business practices to support operational continuity and succession planning efforts. Assist in preserving institutional knowledge through development and maintenance of procedures, templates, records, and operational documentation. Develops proficiency in preparing reports, business correspondence, Board-related materials, and administrative documentation supporting departmental operations.

Requirements

A Bachelor's Degree in Public Administration, Business Administration, Finance, Accounting, Management, Organizational Leadership, or a related field AND one (1) year of professional experience related to the position.
An Associate's Degree from an accredited college or university AND three (3) years of job-related experience may be considered.
An equivalent combination of education and experience may substitute on a year-for-year basis.

Nice To Haves

Experience supporting procurement, contract administration, budgeting, finance, or administrative operations.
Certified Parks and Recreation Professional certification (CPRP) by the National Parks and Recreation Association.
Experience working in a public sector or local government environment.
Proficient in Microsoft Excel, SharePoint, Smartsheet, Recreation Software, or similar business applications.
Expertise in preparing reports, tracking data, and maintaining records.
Prior experience coordinating projects, workflows, or process improvement initiatives.

Responsibilities

Assist with, and progressively assume responsibility for, procurement activities, including solicitations, purchasing, contract documents, and vendor communication.
Support the preparation, review, and routing of procurement and contract-related documents.
Maintain procurement and contract files, records, insurance certificates, and supporting documentation.
Assist with monitoring contract milestones, deliverables, renewals, amendments, and compliance requirements.
Coordinate meetings, schedule, document routing, approvals, and logistical activities associated with procurement and contract administration processes.
Learn County procurement policies, procedures, and contract administration requirements.
Assist with preparation of Board agenda materials, supporting documentation, correspondence, and reports related to procurement and contract activities.
Serve as Purchasing Card (P-Card) Account Coordinator for PRNR, reviewing transactions and preparing monthly reconciliation packets for the Clerk's Office.
Coordinate with vendors and contractors to ensure compliance and resolve issues related to insurance, maintenance, deliveries, billing, contracts, and quotations.
Assist with procurement activities, including preparation of requests for proposals (RFPs), contract administration, performance monitoring, and issue resolution.
Prepare and process required financial and administrative forms in accordance with Procurement and Clerk's Office policies and procedures, including hospitality and deposit documentation.
Assist with tracking expenditures, purchase orders, encumbrances, invoices, contract compliance requirements, and budget-related information; maintain related records and tracking systems.
Assist with monitoring operating funds, budget-related transactions, and financial records; identify discrepancies and coordinate resolution with appropriate staff.
Support financial reporting through the preparation of analyses, reconciliations, reports, documentation, and other supporting materials.
Coordinate with departmental staff to ensure the timely completion of financial, procurement, and administrative processes.
Prepare and maintain Smartsheet’s spreadsheets, financial tracking tools, reports, and supporting documentation for management review and decision-making.
Coordinate administrative approvals, records management, document retention activities, and document routing processes in accordance with County policies and procedures.
Assist with development and maintenance of operational procedures, process documentation, templates, training materials, and workflow tracking tools.
Support departmental business systems, reporting tools, workflow automation solutions, and other technology resources used to improve business operations.
Assist with data collection, analysis, reporting, and maintenance of operational tracking systems to support management review and decision-making.
Research and compile information from multiple sources to support operational analysis, business process improvements, and management decision-making.
Participate in operational improvement initiatives, project teams, and special assignments involving process improvements, workflow efficiencies, and implementation of new business practices.
Support implementation, testing, and documentation of new processes, technologies, procedures, and business practices.
Participate in structured cross-training and mentorship activities to develop proficiency in procurement, contract administration, financial coordination, business operations, and other departmental functions.
Develop working knowledge of County policies, procedures, systems, and business practices to support operational continuity and succession planning efforts.
Assist in preserving institutional knowledge through development and maintenance of procedures, templates, records, and operational documentation.
Develop proficiency in preparing reports, business correspondence, Board-related materials, and administrative documentation supporting departmental operations.