Procurement & Contracting Administrator

City of Ocala•Fl 34471, FL

About The Position

This varied and highly responsible position assists with administration of comprehensive procurement and contracting functions and departmental operations. The role analyzes procedures to identify efficient methods of accomplishing work and to support compliance with applicable rules, standards, and policies. It provides customer service and guidance to City staff, the public, management, and vendors on procurement, contracting, and procurement card policies and procedures; administers contract and change-order processes and aspects of the City’s P-Card Program; conducts research and administrative analyses; supports City Council agenda preparation, budget administration, and departmental contract management; and trains and supervises staff and interns. The position works under general direction using policies and general directives, and may perform clerical, secretarial, and other related duties as assigned. The position requires a high school diploma or GED, an associate degree in business administration, accounting, or a related field from an accredited college, and two years of responsible accounting, auditing, or administrative experience. An equivalent combination of training and experience may be considered. The employee must have advanced computer skills and a valid Florida driver’s license with an acceptable driving record. The position regularly uses complex equipment and specialized or advanced software, maintains sensitive and confidential information, and completes detailed work under multiple deadlines. It involves regular public and departmental contacts and may require occasional lifting or moving of up to 25 pounds.

Requirements

High school diploma or GED.
Associate degree in business administration, accounting, or a related field from an accredited college.
Two years of responsible accounting, auditing, or administrative experience.
An equivalent combination of training and experience may be considered.
Advanced computer skills.
Valid Florida driver’s license with an acceptable driving record.
Knowledge of the principles and practices of personnel, payroll, and accounting.
Strong organizational and record-keeping skills.
Ability to complete a high volume of detailed work in a timely manner and meet multiple deadlines.
Ability to complete a diverse range of tasks.
Ability to communicate clearly and concisely, orally and in writing, with the public, employees, and all levels of management.
Ability to research and compile data and accurately prepare comprehensive, confidential, and technical reports.
Ability to analyze data and prepare written recommendations.
Ability to work independently with minimal supervision and handle confidential information.
Ability to remain calm in stressful situations.
Ability to write reports, business correspondence, and policy or procedure manuals, and to present information effectively and respond to questions.
Ability to perform basic arithmetic, calculate rates, ratios, and percentages, and prepare and interpret bar graphs.
Ability to define problems, collect data, establish facts, draw valid conclusions, and interpret written, oral, or diagram-based instructions.
Regular use of complex machines and equipment and specialized or advanced software.
Occasional lifting or moving of up to 25 pounds.
Specific vision abilities may include close vision for computer, equipment, or other work requiring clear vision within two feet.

Responsibilities

Assist the Procurement and Contracting Officer with monitoring and managing new contract and change-order requests in the ERP system.
Serve as the primary contact for inquiries about contract and change-order approvals and rejections, and provide guidance on related policies and procedures.
Build, run, and manipulate reports as requested.
Assist with administration of the City’s Procurement Card Program and serve as a member of the P-Card Administration Team and primary contact for P-Card inquiries.
Guide City staff on P-Card policies and procedures, review applications for compliance, and order new and replacement cards.
Download raw P-Card data daily from the City’s financial institution and prepare files for import into the Munis financial system.
Complete administrative studies and analyses; research and analyze data; develop recommendations, observations, and summaries; and submit written and oral reports to the Director on special assignments.
Maintain the confidentiality of highly sensitive information.
Track contracts and renewals with expenditures under $50,000 and add them to the City Council agenda as a report for each Council meeting.
Print and review the complete City Council agenda with the Contracting Officer after publication.
Provide procurement and contracting policy and procedure guidance to the public, City staff, management, and vendors; use independent judgment to resolve issues and handle complaints professionally.
Train and supervise staff and interns; direct and coordinate their work; and ensure assignments are completed.
Identify and analyze problems and work with others to develop effective solutions and responses.
Ensure departmental standard operating procedures are properly prepared and maintained.
Coordinate training programs and assist the Procurement and Contracting Officer with annual training for City staff on procurement policies and procedures.
Assist the Director with budget planning, forecasting, control, expenditure management, and budget preparation; review expenditure requests for relevance to the budget.
Manage departmental contracts and help maintain accurate financial records, reports, and files.
Assist Division Heads as needed and provide clerical and secretarial support as needed.
Perform other related duties as required or assigned.