Procurement Specialist I

City of Gainesville•Gainesville, FL

1d•$25 - $40•Hybrid

About The Position

This is routine work purchasing supplies, materials and equipment for General Government and/or GRU Procurement. Positions allocated to this class report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its emphasis on purchasing. NOTE: There are three levels within the Procurement Specialist job family. The Procurement Specialist I can progress to the Procurement Specialist II within the first four years, and the Procurement Specialist II classification can progress to the within three years of appointment to Procurement Specialist III upon meeting certain milestones and other qualifications.

Requirements

High school degree or equivalent
Two (2) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process.
An Associate degree from an accredited college or university with major course work in accounting, business administration, economics, finance, procurement or related field may substitute for the two (2) years of procurement-related experience.
Must possess a valid Driver License.
Must obtain a Florida Driver’s License within 30 days of appointment.
Thorough knowledge of office procedures and practices, business English, spelling, and commercial mathematics.
Basic knowledge of purchasing principles and practices, and those rules and regulations which govern municipal procurement.
Some knowledge of governmental budgeting and financial procedures.
Some knowledge of enterprise resource planning systems and their relationship to procurement.
Ability to prepare specifications, analyze quotations and bids, and perform other necessary purchasing functions.
Ability to keep records and prepare reports.
Ability to communicate effectively, both orally and in writing.
Ability to work effectively with co-workers, employees from other City departments, vendors and the general public.
Ability to utilize financial software to prepare and issue purchase orders.
Possess organizational skills.
Possess technical computer and software skills (MS Office Suite, Excel, Adobe, Workday Docu-Sign)
Possess good customer service skills.
Possess problem solving skills.

Nice To Haves

Some professional work experience.
Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience.
Undergraduate degree from an accredited college or University.
Degrees in Business, Public Administration or Supply Chain Management are preferred.
Professional purchasing certification (ISM, NIGP) is preferred and encouraged within two years of position assignment.

Responsibilities

Prepares, reviews, and issues a variety of documents that are necessary to solicit bids, quotes, quotes, proposals, and requests for qualifications which the procurement division handles on behalf of General Government Departments/Divisions and/or GRU.
Conducts bid openings, tabulates responses, and assists with issuance of Notice of Award or Recommendations of Final Ranking.
Attend Pre-bid meetings and may walk/guide bidders through relevant buildings, locations, and other sites as needed.
Prepares and issues purchase orders for a range of commodities and services required by the City.
Prepares contract folders and assembles for filing all documents related to bid/proposal solicitations.
Audits all p-card transactions and all requisitions and Issues all purchase orders for a range of commodities and services required by the City for proper procurement audit trail documentation.
Responsible for contract creation, contract amendments and contract management for goods and services for the City.
Maintain central repositories for all contracts, amendments and backup documentation.
Works closely with assigned departments to help formulate and adopt the best procurement approach which will enable each department to achieve the goals or end product that are desired form the procurement process.
Employs a variety of procurement-related software tools to research and obtain information on products and services required by the city.
Conferring with using department regarding current and future procurement current and future planning requirements and recommends appropriate acquisition sourcing method options.
Maintains expertise in procurement and commodities areas by attending professional purchasing association meetings, courses, workshops, reading trade publications and journals, meeting with suppliers, city stakeholders and Group Purchasing organizations to continuously improve and broaden knowledge of products and services.
Stay current with existing and new policy matters/changes by the State, Federal Government regarding the procurement of needed goods and services.
Keeps up to date on new trends, market conditions, and improvements to procurement techniques/procedures.
Track and provide information to the relevant Department related to small, service-disabled veteran and minority businesses.
Provide training for the contractors as needed.
Audits purchase orders prepared by non-Procurement Division personnel for accuracy and compliance with the City’s adopted Procurement Policy and Procedures.
Attends work on a continuous and regular basis.
Handles special tasks, duties, or projects of minimally complex nature, in addition to regular work assignments.
Performs other related duties as assigned.