PURCHASING SPECIALIST - 55002123

State of Florida

20h•Onsite

About The Position

Join FDOT and be part of the team that works as one to improve safety, enhance mobility and inspire innovation in the Florida transportation system. The mission of the Florida Department of Transportation is to provide a safe statewide transportation system that promotes the efficient movement of people and goods, supports the state’s economic competitiveness, prioritizes Florida’s environment and natural resources, and preserves the quality of life and connectedness of the state’s communities. As a OneFDOT team, we serve the people of Florida by providing a transportation network that is well planned, supports economic growth, and has the goal of being congestion and fatality free. This role performs a broad range of procurement, financial, and administrative functions in support of the Transportation Data and Analytics (TDA) Office, including acquiring commodities and services through MFMP and FMS, managing P‑card responsibilities, and ensuring compliance with state purchasing regulations. Reviews, evaluates, and processes consultant invoices through CITS, serving as the primary point of contact for invoicing matters and ensuring adherence to Section 215.422, Florida Statutes, and Department of Transportation procedures. Maintains and monitors annual budget allocations, prepares funding requests, and coordinates with internal offices to ensure sufficient budget availability. Provides comprehensive administrative support through document management, travel record maintenance, and research assistance. Oversees equipment inventory by maintaining accurate records, conducting annual inventory and surplus activities, and updating the Property Management Report System.

Requirements

Knowledge of administrative and clerical procedures.
Knowledge of budget, budget amendments and requests.
Knowledge of computer programs (e.g.) Microsoft 360, Word, Excel, PowerPoint etc.
Skill in written and verbal communication.
Skill in reading, interpreting, communicating applicable rules, regulations, policies and procedures.
Ability to plan, organize and coordinate work assignments.
Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.
Ability to work independently.
Ability to communicate effectively with others.
Three years of administrative and contract experience.
Post secondary education can substitute for two of the three years of experience.
Candidates must be United States (U.S.) citizens or lawfully authorized alien workers.

Nice To Haves

Florida Certified Contract Manager

Responsibilities

Acquire commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state’s eProcurement system MyFloridaMarketPlace (MFMP) and financial management services (FMS).
Acts as a P-card “Card Holder” for the unit and acts as “Requestor” on State E-Procurement System Program and Financial Management Services (FMS).
Inputs into the system daily or as necessary to achieve compliance with purchasing rules and procedures.
Obtains competitive quotes/proposals as requested, either by telephone or in writing.
Receives records and unpacks a variety of store items.
Checks incoming materials for quantity and quality against purchase orders and/or invoices and place them in proper storage area.
Reviews, evaluates and processes financial documents/ invoices for all TDA contracts submitted by consultants for services utilizing the Contract Invoicing Transmittal System (CITS) and paper invoicing.
Consults with the appropriate PM and ensuring invoices comply with the method of compensation outlined by the contract.
Serves as the point of contact for consultants, PM's, Professional Services and Financial Services offices for invoicing issues.
Communicates with and educates consultants on the invoice process according to procedure.
Responsible for adhering to the provisions and requirements of Section 215.422, Florida Statutes; related State Comptroller's rules and Department of Transportation's invoice processing and warrant distribution procedures.
Maintain an office budget database to maintain budget allocations at the beginning of each fiscal year, enter all budget data into databases, monitor the use of budget allocations during the year, and provide periodic reports on the status of the acquisitions other budget related actions to Office Manager.
Coordinate and develop the annual Transportation Data and Analytics (TDA) Office Highway Planning (HP Funds), State Funds (D Funds), Operating Funds requests for upcoming fiscal year, send request for approval to Office of Work Program and Budget.
Coordinate budget request with Strategic Development Finance Office and Office of Work program to ensure office budget contains sufficient funds.
Responsible for routine office duties such as filing electronic documents, preparing and maintaining travel voucher records, and receiving and screening incoming emails and mail, including routing and follow-up.
Research and provide appropriate information and documentation to the manager of the TDA office.
Ensure that equipment inventory records are accurate following the purchase or disposal of equipment and oversee yearly inventory and surplus activities.
Enter purchases and surpluses into the Property Management Report System (PMRS).