PURCHASING SPECIALIST - 55002123

State of Florida

1d•Onsite

About The Position

This position performs a broad range of procurement, financial, and administrative functions in support of the Transportation Data and Analytics (TDA) Office. Key responsibilities include acquiring commodities and services through MFMP and FMS, managing P-card responsibilities, and ensuring compliance with state purchasing regulations. The specialist 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. The role also involves maintaining and monitoring annual budget allocations, preparing funding requests, and coordinating with internal offices to ensure sufficient budget availability. Comprehensive administrative support is provided through document management, travel record maintenance, and research assistance. Additionally, the position oversees equipment inventory by maintaining accurate records, conducting annual inventory and surplus activities, and updating the Property Management Report System. Through cooperation, coordination and collaboration among the OneFDOT team, this role contributes to a strong and empowering culture of Trust, Relationships, Respect, Empowerment, and Communication.

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.
Florida Certified Contract Manager
Three years of administrative and contract experience.
Post secondary education can substitute for two of the three years of experience.

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).
Act as a P-card “Card Holder” for the unit and act as “Requestor” on State E-Procurment System Program and Financial Management Services (FMS).
Input into the system daily or as necessary to achieve compliance with purchasing rules and procedures.
Obtain competitive quotes/proposals as requested, either by telephone or in writing.
Receive records and unpack a variety of store items.
Check incoming materials for quantity and quality against purchase orders and/or invoices and place them in proper storage area.
Review, evaluate and process financial documents/ invoices for all TDA contracts submitted by consultants for services utilizing the Contract Invoicing Transmittal System (CITS) and paper invoicing.
Consult with the appropriate PM and ensure invoices comply with the method of compensation outlined by the contract.
Serve as the point of contact for consultants, PM's, Professional Services and Financial Services offices for invoicing issues.
Communicate with and educate consultants on the invoice process according to procedure.
Adhere 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.
Perform 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).