Purchasing Agent I - 55000818

State of Florida•Tallahassee, FL

2d•Onsite

About The Position

This position will manage the procurement/contracting process to ensure quality commodities/services are obtained at a fair price, with open competition, equitable awards and is accomplished in accordance with law, rule, and applicable Department of Transportation (DOT) policy, procedure, and practice. Additionally, this position is responsible for ensuring that modifications to complex contracts are within the terms, conditions, and intent of the original agreement and solicitation. This position is located in the Commodities and Contractual Services unit, involved in the procurement of and contracting for contractual services and commodities acquired for Central Office and Statewide as needed. The work involves acquiring commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state’s eProcurement system MyFloridaMarketPlace (MFMP). It also includes processing acquisitions from Prison Rehabilitative Industries and Diversified Enterprises (PRIDE), RESPECT, Department of Transportation (DOT) agency term contract, Department of Management Services (DMS) State and Alternate contracts, discretionary, and exempt sources of any cost. The role also involves acquiring commodities and contractual services with simple Invitation to Bid (ITB) and Request for Proposal (RFP) processes, seeking approval from appropriate DOT representative or contractor as specified by policy, procedure and practice. The position requires analyzing procurement requests, reviewing specifications/scopes, providing instruction to project managers, coordinating critical events, reviewing and evaluating quotes/proposals and issuing purchase orders and written agreements. Additionally, it involves conducting informal training sessions for Central Office project and cost center managers and consultant/contractor/vendors to improve understanding of the Department’s procurement process, providing contract maintenance, and preparing and managing supplements, amendments, time extensions, change orders, and renewal of contracts and maintaining files in a well-organized fashion. The role also requires coordinating with project managers, the legal office, comptroller and consultant/contractor/vendor as appropriate to provide timely action to existing contracts, reviewing contracts for validity of pending action and following through with timely and appropriate action. Finally, it involves providing administrative support through telephone and receptionist backup, reviewing and approving purchase requisitions, verifying encumbrances, distributing contract documents, inputting bid/proposal documents in Vendor Information Portal for advertisement, maintaining files, distributing bid/proposal solicitations, conducting and assisting with bid openings and creating bid tabulations. Entering and maintaining required information/documentation in the Florida Accountability Contract Tracking System (FACTS), compiling and providing tracking/production data as requested in various forms and maintaining procurement files, and obtaining competitive quotes/proposals as requested, either by telephone or in writing are also key responsibilities.

Requirements

Knowledge of laws, rules, procedures and practices governing the procurement of contractual services and commodities.
Skills in the use of computer based spreadsheets, internet, databases and word processing applications.
Skills in reviewing documents for accuracy and completeness.
Skills in problem-solving techniques.
Ability to utilize electronic procurement systems.
Ability to plan, develop and coordinate the procurement of non-complex projects for contractual services and/or commodities.
Ability to work independently, plan, organize and prioritize assignments.
Ability to establish and maintain effective working relationships.
Ability to communicate effectively and appropriately both verbally and in writing.
Two (2) years of professional or nonprofessional experience and one (1) year of professional purchasing experience involving competitive procurements.
An Associate’s Degree from an accredited college or university can substitute for Two (2) years of the required experience.

Responsibilities

Manage the procurement/contracting process to ensure quality commodities/services are obtained at a fair price, with open competition, equitable awards and is accomplished in accordance with law, rule, and applicable Department of Transportation (DOT) policy, procedure, and practice.
Ensure that modifications to complex contracts are within the terms, conditions, and intent of the original agreement and solicitation.
Acquire commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state’s eProcurement system MyFloridaMarketPlace (MFMP).
Process acquisitions from Prison Rehabilitative Industries and Diversified Enterprises (PRIDE), RESPECT, Department of Transportation (DOT) agency term contract, Department of Management Services (DMS) State and Alternate contracts, discretionary, and exempt sources of any cost.
Acquire commodities and contractual services with simple Invitation to Bid (ITB) and Request for Proposal (RFP) processes.
Seek approval from appropriate DOT representative or contractor as specified by policy, procedure and practice.
Analyze procurement requests, reviews specifications/scopes, provide instruction to project managers, coordinate critical events, review and evaluate quotes/proposals and issue purchase orders and written agreements.
Conduct informal training sessions for Central Office project and cost center managers and consultant/contractor/vendors to improve understanding of the Department’s procurement process.
Provide contract maintenance.
Prepare and manage supplements, amendments, time extensions, change orders, and renewal of contracts and maintain files in a well-organized fashion.
Coordinate with project managers, the legal office, comptroller and consultant/contractor/vendor as appropriate to provide timely action to existing contracts.
Review contracts for validity of pending action and follow through with timely and appropriate action.
Provides administrative support through telephone and receptionist backup, reviews and approves purchase requisitions, verify encumbrances, distribute contract documents, input bid/proposal documents in Vendor Information Portal for advertisement, maintain files, distribute bid/proposal solicitations, conduct and assist with bid openings and create bid tabulations.
Enter and maintain required information/documentation in the Florida Accountability Contract Tracking System (FACTS).
Compile and provide tracking/production data as requested in various forms and maintain procurement files.
Obtain competitive quotes/proposals as requested, either by telephone or in writing.