Procurement Specialist II

City of Gainesville•Gainesville, FL

4d•Onsite

About The Position

This is the second level in the procurement series performing purchasing of supplies, materials and equipment for General Government and/or GRU that may involve more moderately complex and higher costing tasks as well as the tasks assigned to a Procurement Specialist I. Positions allocated to this class report to a designated supervisor and work is performed with moderate direction. Work in this class is distinguished from other classes by its emphasis on moderately difficult purchasing tasks. NOTE: There are three levels for 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. This process may hire for a Procurement Specialist I, II or III based on candidate experience and qualifications. All three position pay ranges are listed below: Procurement Specialist I $25.00 - $32.71 - $40.41 Procurement Specialist II $60,403.20 - $79,013.18 - $97,623.17 Procurement Specialist III $67,204.80 - $89,773.23 - $112,341.67

Requirements

High school degree or possession of an acceptable equivalent diploma, and five (4) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process; or
An Associate degree from an accredited educational institution with major course work in accounting, business administration, economics, finance, procurement or related field; and two (2) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process; or
A Bachelor degree from an accredited educational institution, with major coursework in accounting, business administration, economics, finance, procurement or related field.
Must possess a valid Driver’s License. You 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 within assigned areas of types, grades, prices, and market trends of commodities and services to be purchased.
Broad knowledge of purchasing principles and practices, and those rules and regulations which govern municipal procurement.
Basic knowledge of governmental budgeting and financial procedures.
Basic 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 create a new contract and maintain existing contracts.
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.
Ability to create a new contract and maintain existing contracts.
Possess organizational skills.
Possess technical computer and software skills (MS Office Suite, Excel, Adobe, Workday-Sign, Docu-Sign)
Possess good customer service skills.
Possess problem solving skills.

Nice To Haves

Professional purchasing certification: Proof of NIGP Public Procurement Associate (PPA) and ISM-Certified Supply Chain Procurement, is preferred and encouraged within (1) years of position assignment for Procurement Specialist III progression.

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 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.
Conference with using departments regarding current and future requirements and recommends appropriate acquisition sourcing method options.
Maintains expertise in procurement and commodity 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, University and 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.
Performs special tasks, duties, or projects of a moderately complex nature.
May be called upon to assist with the training and education of City personnel and/or outside vendors in procurement-related matters including the preparation of materials used in these tasks.
Performs other related duties as assigned.