Procurement Coordinator

St. Johns County

23h•Onsite

About The Position

St. Johns County residents enjoy a healthy quality of life with many perks including one of the top rated public school systems in the State of Florida, miles of beach shoreline, peaceful estuary scenery of the St. Johns River, long established agriculture and equestrian scene, and the nation’s oldest city, historic St. Augustine. In 2019 St. Johns County was ranked the 10th fastest growing county in the United States showcasing that there is truly something for everyone in St. Johns County! St. Johns County Board of County Commissioners is seeking a Procurement Coordinator for the Purchasing Division whose headquarters are located in beautiful St. Augustine, Florida. The St. Johns County Purchasing Division is responsible for management and facilitation of procurement and contracting for goods, services, and construction. Purchasing manages the procurement and contracting function in accordance with SJC Policy and procedures, Florida Statutes, and all other applicable rules, laws, codes, ordinances, and regulations. The Procurement Coordinators handle the bulk of the solicitations and administration of contracts for all County Departments. Our Coordinators work with representatives in nearly all of the County’s Departments in order to appropriately facilitate a transparent, fair, competitive and compliant process related to the County expenditure of taxpayer dollars. The ideal Procurement Coordinator candidate must possess St. Johns County’s core values of Dedication, Openness, Adaptability, Visionary, Fiscal Responsibility, Integrity, Humility and must demonstrate an aptitude for a full and varied workload. They must be well suited for managing various deadlines, timeframes, and progress levels for tasks and assignments while fostering a collaborative and coordinated process with our user departments.

Requirements

Bachelor's Degree from an accredited college or university in Public Administration, Public Procurement or related course of study to the occupational field and two (2) years of relevant procurement experience.
High school diploma or equivalent recognized certification and five (5) years of experience working in procurement in Florida may be considered in lieu of a degree.
Must obtain and maintain Certified Professional Public Buyer (CPPB) or equivalent certifications within three (3) years of hire.
Must possess and maintain a valid Florida driver’s license and any other endorsements necessary to legally operate vehicles used while assigned to this position.
Must possess good interpersonal and communication skills to serve others.
Must be able to comprehend, speak and write the English language.
Must be able to operate a computer.
Knowledge of laws, rules, regulations, codes and industry standards governing public procurement
Knowledge of contract development, negotiation, and management strategies.
Knowledge of public procurement practices and techniques.
Comprehensive knowledge of County Purchasing Policy and Procedure Manual.
Knowledge of records management policies and procedures.
Knowledge on conducting sunshine, solicitation, and contract meetings
Knowledge of budgetary principles and practices.
Knowledge of computers and job-related software programs.
Skill in the analysis of information and circumstances and the creative development and compliant implementation of solutions.
Skill in negotiation and presentation of complex or technical ideas to a variety of audiences.
Skill in the preparation of clear and precise administrative reports.
Skill in oral and written communication.

Responsibilities

Collaborates with User Departments to develop informal and formal solicitations including but not limited to all solicitation documents, requirements and advertisement; contract requirements, specifications, scopes of work and performance parameters; pre-bid and pre-proposal meetings; contract milestones; evaluations and presentation meetings.
Addresses any additional contract considerations with or on behalf of assigned Departments.
Ensures efficient and effective completion of contract requirements as established by Purchasing management and best practice.
Coordinates contract development with the County Attorney’s Office, Departments’ representatives, and other parties as needed to ensure complete and appropriate contract terms and conditions.
Provides clear and appropriate technical guidance and information to County Leadership, User Departments, vendors and the public.
Research and resolves discrepancies, conflicts, and other issues as they occur throughout the procurement and contract process.
Administers contracts for goods, services, and construction; acts as liaison to consultants, contractors and vendors if there are issues with contracts, amendments to scope or outcomes, or non-compliance/default; facilitates negotiations and other communications with contractors and/or service providers; reviews, develops and issues contract documents; and ensures contract(s) and performance conforms to contract terms.
Issues and administers all Contracts in accordance with contract terms and conditions, County Policy and all applicable laws and governing regulations.
Issues all notices related to Contracts.
Performs close-out activities for all contracts.
Compiles and completes all solicitation and contract files, both hard-copy and electronic, as provided in the Purchasing SOPs for each procurement file.
Maintains at least a general awareness and current status on all projects and tasks, including formal and informal procurements, requests from departments, current contracts, and issues from User Departments, and must be able to recall and/or provide information regarding projects and tasks upon verbal or written requests.
Drafts agenda items for Board of County Commissioners review for approval by Purchasing Manager.
Prepares various ad hoc reports, complex analysis, research, and other reviews as required by the assigned User Departments’ project workload and needs, as well as upon request from Purchasing Management.
Responds to public records requests and provides documents per State Statute and County Purchasing Policy and Procedure Manual.
May serve as a designated liaison for specific County departments to develop, manage and implement solicitations, contracts, and related documentation.
Provides technical expertise and assistance to facilitate the procurement process from development through completion of contract(s).
Monitors and evaluates contract compliance, conformance and adherence to County policies, procedures, ordinances, regulatory standards and contractual terms and agreements.
Maintains a full-time presence on the job.
Performs other duties as assigned.