Procurement Specialist I

General Description

Under the general direction of the Procurement Manager, the Procurement Specialist I performs advanced technical, strategic, and professional work and is responsible for all aspects of the acquisition of supplies, services, professional services, and construction. The Procurement Specialist I supports the Procurement Manager with city-wide procurement related activities.

Examples of Essential Functions

Provides administrative and customer support of the Procurement and Contract Management Division (95%)

• Assists in administering the City's Procurement program, P-Card Program, and Surplus Property Program in accordance with applicable policies, procedures, and regulations.

• Makes sourcing decisions for complex procurement of supplies, equipment, professional and non-professional services, and construction.

• Manages all stages of the sourcing and solicitation process, including conducting pre-bid and pre-proposal conferences and performs review and analysis of proposal submittals to ensure compliance with the solicitation and established procurement policies and procedures.

• Facilitates evaluation committee meetings, provides guidance to the evaluation and selection committee relating to appropriate procedures, and maintains complete documentation.

• Evaluates, recommends, and implements options to bidding by conducting research for availability of contracting vehicles from the state, county, and cooperatives, and council of government jurisdictions to satisfy City's purchasing requirements.

• Drafts comprehensive and strategic solicitations and other documents, including, but not limited to, contracts, addenda, and amendments.

• Conducts market research and keeps aware of marketplace trends to advise Departments on marketplace conditions relative to bids and the budget planning process. Provides information on current product and service pricing and procurement methods to assist with budget preparation as needed.

• Solicits price quotations, prepares bid tabulations, analyzes prices, and prepares recommendation of award.

• Provides strategic and technical assistance to internal customers regarding their solicitation requirements, available sourcing methods, contracts, vendor disputes and resolutions, and policy and procedures.

• Maintains contract files, insurance certificates, vendor and contractor performance reports, and performs other contract administration functions.

• Reviews requisitions for accuracy, validity, conformity with budget and current policies, procedures, and correct prices. Confirms all required information, such as contracts, quotations, and comments have been attached or otherwise provided. Has authority to approve requisitions up to $34,999 or must complete "Form 1 Statement of Financial Interests".

• Communicates with and provides guidance to internal customers regarding needs for services, materials, supplies, and equipment and required delivery schedules.

• Acts as the liaison between departments and vendors. Cultivates relationships with the supplier community to keep suppliers interested in bidding City projects and cultivates good relationships with all Departments to collaborate with them in strategic bidding practices.

• Manages, analyzes, and processes single/sole source requests and emergency purchases.

• Maintains procurement/solicitation files and appropriate disposition in compliance with the State of Florida, Florida Department of State Division of Library and Information Services, General Records Schedule GS1-SL and guidelines.

• Monitors contracts for renewals or resoliciting to avoid an interruption in service.

• Develops and prepares assigned ad hoc, various monthly, quarterly, and annual purchasing reports.

• Collaborates with the Finance Department to ensure compliance with all financial policies as related to job responsibilities.

• Collaborates with Procurement Manager and staff to develop internal operating procedures, policies, training manuals, and presentations, as needed.

• Prepares documentation and assists in facilitation of sale or disposal of surplus personal property.

Additional Duties and Responsibilities (5%)

• Performs all duties and responsibilities in a manner consistent with the core values of the City and consistent with City and Department policies.

• Follows safe working practices and has a working knowledge of safety practices and procedures.

• Provides support to the Procurement Manager.

• Provides training on the Procurement Card Program (P-Card), Procurement policies and procedures, and Purchasing software applications.

• Coordinates with and assists accounts payable, budget and accounting staff.

• Adheres to laws, regulations, and policies of the City and of the assigned Department. Follows instructions provided by Department Director or their designee.

• Participates in department and staff meetings and other related activities.

• Completes required or assigned training timely and applies acquired knowledge and/or skills.

• Follows retention requirements of public records pursuant to Public Records and the Florida Department of State, General Records Schedule, Chapter 119, Florida Statutes as amended.

Emergency Management Role

• Participates as a member of the City staff as required to take action in the event of an emergency.

• Acts in the assigned role to support the City in disaster preparation and/or disaster recovery efforts as described in the City of Casselberry Emergency Management Plan. As a member of the Administrative Services Department, may be assigned to assist the Procurement Manager to maintain vendor information, coordinate acquisition and delivery of supplies and/or provisions to support the resources of the City of Casselberry.

(These essential and additional job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as assigned.)

Typical Qualifications

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To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Education and Training: A minimum of a bachelor's degree (BA/BS) in Purchasing, Supply Chain Management, Business Administration, Finance, Public Administration, or related field and a minimum of one (1) year procurement experience; or an associate degree and a minimum of three (3) years procurement experience; or a High School Diploma or GED and a minimum of five (5) years procurement experience.

• Experience: A minimum of three (3) years' experience in procurement or related field is required. A comparable combination of education and experience may be considered. Government agency experience is preferred.

• Certificates, Licenses and/or Registrations Required: Must possess and maintain a valid Florida Driver's license. Preferred certifications include but are not limited to: Certified Professional Public Buyer (CPPB); Certified Public Procurement Officer (CPPO); Certified Procurement Professional (CPP); Certified Professional Purchasing Manager (CPPM); Certified Purchasing Manager (CPM); Certified Supply Chain Professional (CSCP); Certified Professional in Supply Management (CPSM); and/or specialization certifications through the National Institute of Governmental Purchasing (NIGP), the American Purchasing Society (APS), or the Institute for Supply Management (ISM).

• Security Clearance: Florida Department of Law Enforcement background clearance is required. A Motor Vehicle Record (MVR) check will be made to determine acceptance of past driving record.

• Knowledge, Skills, and Abilities:

• Knowledge (intermediate to advanced level) of local, state, and federal rules and regulations affecting work.

• Knowledge (intermediate to advanced level) of principles and practices of central purchasing, negotiation skills, supply source, price trends, market conditions, and property control.

• Knowledge of business management practices.

• Knowledge of sources of supply; ability to search Internet and cooperative purchasing programs, and for products and service requests.

• Effective communication skills and skills in dealing with the public and other agencies in a courteous and tactful manner.

• Skill in the operation and use of general office equipment and personal computer.

• Ability to coordinate multiple tasks, meet deadlines, handle detailed work, and maintain focus when urgency is required, or requests occur.

• Ability to independently utilize appropriate judgment as to the purchase of commodities relative to quality, price, and delivery, and for methods to organize and expedite orders.

• Knowledge and skill in the use of an Enterprise Resource Planning (ERP) system and the ability to learn cloud-based public administration software and reporting tools.

• Ability to establish and maintain effective working relationships with other employees and the public.

• Ability to operate a motor vehicle.

• Ability to maintain confidential information.

• Knowledge (intermediate to advanced level) of and the ability to utilize Microsoft Office Suite, for example Outlook, Word, and Excel.

• Ability to support the Mission of the City of Casselberry: Committed to protect and enhance the quality of life within its community.

• Ability to support the Core Values of the City of Casselberry.

• Ability to support the vision of the City of Casselberry: A vibrant, affordable, diverse, and progressive community where citizens feel safe, enjoy their neighborhoods, and access their city government.

Supplemental Information

The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made when requested to enable individuals with disabilities to perform the essential functions.

A. Work Environment: This position primarily performs the duties in an office environment. The noise level in the work environment is moderate and consistent with an office environment.

B. Physical Demands: The primary functions require prolonged periods of time sitting at a computer, and using hands to operate computer, handle or feel. Occasionally this position will stand, walk, bend, and drive a motorized vehicle. In addition, this position may be required to occasionally lift and carry up to ten (10) pounds with or without assistance of another person or utilization of lifting equipment. This position is regularly required to use vision, speech, and hearing, with or without assistive devices.

C. Equipment/Tools and Technology Used: This position utilizes tools and equipment while performing the duties of the job such as: Computer, phone, headset, Multi-Function Printer (MFP), audio recording equipment, industrial paper shredder, city vehicle, etc.

D. Employee Infection/Exposure Risk Classification: Category III: Employee performs tasks that involve no exposure to blood, body fluids or Other Potentially Infectious Materials (OPIM). Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid, or to be potentially exposed in some other way. Tasks that involve handling of implements or utensils, use of public or shared bathroom facilities or telephones, and personal contact such as handshaking are Category III tasks.