PURCHASING SUPERVISOR - SES - 64029094 1

State of Florida • Saint Petersburg, FL

1d • Onsite

About The Position

This is a supervisory position responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning and directing their work, approving leave, and taking disciplinary action as appropriate.. Responsible for the purchase of equipment, supplies, all IT, laboratory, audio-visual software and services in accordance with local and state laws, policies, and procedures. Responsible for reviewing purchase requisitions in My Florida Market Place (MFMP) or Ariba on Demand (AOD) for accuracy, correctness, and completeness in accordance with local and state procedures within the specified timeframe Knowledgeable of State Contracts and Purchasing Card requirements and applies when appropriate. Applies appropriate purchasing methods for seeking quotes and recommended awards. Ensures requester’s specifications are met. Ensures required documentation for all purchases is received and maintained. Reviews, recommends updates, or processes purchase requisition within two business days of receipt.

Provide technical support and review to the Purchasing Department, by tracking specific Purchasing indicators to ensure state and department compliance of F.S. 287, mainly monitoring and assisting with the review of purchasing activity under the Category II threshold.  Coordinate policy and procedure reviews and serve as team lead on newly implemented purchasing projects.

Serves as the liaison between DOH-Pinellas and Central Office Purchasing Office assisting employees remain in compliance with requirements ensuring information requests are completed within 24 hours. Maintains a working knowledge of MFMP/AOD and creates Purchase Requisitions for Administrative Services authorized to have a Purchasing Card maintaining receiving log files and remaining in compliance with Florida Statutes including 215.422. Attends conference calls regarding Purchasing and MFMP updating MFMP training as necessary.

Maintains lines of communications open between all Health Centers and departments to ensure all have the latest information on products and services. Confers with department heads to determine unusual commodity needs in terms of quality, quantity, and type of equipment. Assist Finance Department to ensure all encumbrances are current and that all blanket purchase order amounts are correct and able to cover anticipated changes. Has almost daily communications vendors to ensure current pricing and product availability. Assist all departments in resolving problems with receiving pricing/billing and vendors.

Provide and conduct MFMP/AOD training and update classes at least 4 times a year to improve the understanding and function of the MFMP/AOD to all new employees. Keep all MFMP/AOD users informed of changes and update.

Works with requesters in DOH-Pinellas and serves as the liaison with Central Office Purchasing Office with the preparation of Invitation to Bids (ITB), Request for Proposal (RFP) and Invitation to Negotiate (ITN) including writing bid specifications and vendor bid list. Prepares and places legal advertisement in accordance with FS 287. Assist in the planning of all work and training procedures. Assist with bid opening and posting. Maintains vendor contract and price quotations.

Makes routine efforts to seek out new sources for minority vendor participation requesting yearly updated quotes to ensure best company is awarded service contracts. Coordinates Blanket/Annual agreements for commodities and services. Maintains an accurate log and reviews routinely to ensure agreements are renewed prior to expiration. 

Obtains DOH Contract Management certification and works closely with supervisors to prepare Statements of Work (SOW) for contracted services ensuring all conditions of purchase request and deliverables are clearly defined to meet the original intent ensuring consequences to the vendor are established. Completes Contractual Services Forms as required.

Act as a P-Card holder and Purchase Card reviewer, responsible for approving   and reconcile all charges in P-Card Works for maintenance and copy machine within 48 hours. Process all incoming invoices for Maintenance staff purchase and forward to finance for the payment within 48 hours. Responsible for preforming monthly reconciliation of the Credit Card Charges log report within the specified timeframe. Responsible for preforming monthly reconciliation of the vehicle logs to the general office within the specified timeframe.

Performs other duties as requested and act as a back-up to General Services Manager supervising staff and preparing special requests including Health Exemptions and Advance Payment requests. Acts as Finance/Administration Section Chief during an emergency or point of dispensing response.

Requirements

• Knowledge of the principles and practices of purchasing.
• Ability to apply rules, regulations, policies and procedures relating to the purchasing process.
• Ability to supervise people.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to understand procurement principles.
• Ability to write bid specifications and bid invitations.
• Ability to write legal advertisements.
• Ability to maintain purchasing records.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Valid Florida Driver's License
• At least 2 years of experience in purchasing or procurement experience with the State of Florida procurement

Nice To Haves

• Successful experience working as an effective member of a team desirable.
• Experience successfully working with a culturally diverse staff and clients also desirable.
• Builds and maintains positive working relationships with co-workers, other State employees and the public using principles of good customer services
• A bachelor's degree from an accredited college or university with four courses in business, is preferred, however, management, purchasing or procurement experience can substitute on a year-for-year basis for the preferred college education.
• Proficiency in Excel, PowerPoint, and Word.
• Two (2) years of customer service experience.
• Two (2) years of professional experience multi-tasking in an office environment.

Responsibilities

• Responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning and directing their work, approving leave, and taking disciplinary action as appropriate.
• Responsible for the purchase of equipment, supplies, all IT, laboratory, audio-visual software and services in accordance with local and state laws, policies, and procedures.
• Responsible for reviewing purchase requisitions in My Florida Market Place (MFMP) or Ariba on Demand (AOD) for accuracy, correctness, and completeness in accordance with local and state procedures within the specified timeframe
• Knowledgeable of State Contracts and Purchasing Card requirements and applies when appropriate.
• Applies appropriate purchasing methods for seeking quotes and recommended awards.
• Ensures requester’s specifications are met.
• Ensures required documentation for all purchases is received and maintained.
• Reviews, recommends updates, or processes purchase requisition within two business days of receipt.
• Provide technical support and review to the Purchasing Department, by tracking specific Purchasing indicators to ensure state and department compliance of F.S. 287, mainly monitoring and assisting with the review of purchasing activity under the Category II threshold.
• Coordinate policy and procedure reviews and serve as team lead on newly implemented purchasing projects.
• Serves as the liaison between DOH-Pinellas and Central Office Purchasing Office assisting employees remain in compliance with requirements ensuring information requests are completed within 24 hours.
• Maintains a working knowledge of MFMP/AOD and creates Purchase Requisitions for Administrative Services authorized to have a Purchasing Card maintaining receiving log files and remaining in compliance with Florida Statutes including 215.422.
• Attends conference calls regarding Purchasing and MFMP updating MFMP training as necessary.
• Maintains lines of communications open between all Health Centers and departments to ensure all have the latest information on products and services.
• Confers with department heads to determine unusual commodity needs in terms of quality, quantity, and type of equipment.
• Assist Finance Department to ensure all encumbrances are current and that all blanket purchase order amounts are correct and able to cover anticipated changes.
• Has almost daily communications vendors to ensure current pricing and product availability.
• Assist all departments in resolving problems with receiving pricing/billing and vendors.
• Provide and conduct MFMP/AOD training and update classes at least 4 times a year to improve the understanding and function of the MFMP/AOD to all new employees.
• Keep all MFMP/AOD users informed of changes and update.
• Works with requesters in DOH-Pinellas and serves as the liaison with Central Office Purchasing Office with the preparation of Invitation to Bids (ITB), Request for Proposal (RFP) and Invitation to Negotiate (ITN) including writing bid specifications and vendor bid list.
• Prepares and places legal advertisement in accordance with FS 287.
• Assist in the planning of all work and training procedures.
• Assist with bid opening and posting.
• Maintains vendor contract and price quotations.
• Makes routine efforts to seek out new sources for minority vendor participation requesting yearly updated quotes to ensure best company is awarded service contracts.
• Coordinates Blanket/Annual agreements for commodities and services.
• Maintains an accurate log and reviews routinely to ensure agreements are renewed prior to expiration.
• Obtains DOH Contract Management certification and works closely with supervisors to prepare Statements of Work (SOW) for contracted services ensuring all conditions of purchase request and deliverables are clearly defined to meet the original intent ensuring consequences to the vendor are established.
• Completes Contractual Services Forms as required.
• Act as a P-Card holder and Purchase Card reviewer, responsible for approving and reconcile all charges in P-Card Works for maintenance and copy machine within 48 hours.
• Process all incoming invoices for Maintenance staff purchase and forward to finance for the payment within 48 hours.
• Responsible for preforming monthly reconciliation of the Credit Card Charges log report within the specified timeframe.
• Responsible for preforming monthly reconciliation of the vehicle logs to the general office within the specified timeframe.
• Performs other duties as requested and act as a back-up to General Services Manager supervising staff and preparing special requests including Health Exemptions and Advance Payment requests.
• Acts as Finance/Administration Section Chief during an emergency or point of dispensing response.

Benefits

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level