Procurement Specialist

Overview

General Statement of Job
Under general supervision, assists the Purchasing Coordinator in the management of purchasing functions in support of all City departments, ensuring efficiency and accuracy in all related activities.

• Processes P-cards.
• Manages the City’s Contract module.
• Ensures the maintenance of accurate procurement records; prepares necessary reports.
• Processes inventory records changes.
• Assists with maintaining the vendor database; vendor quotes; and Demand Star/Vendor Link.
• Reviews requisitions.
• Assists with bid preparation; coordinates bid processes; bid openings.
• Processes invoices and purchase orders; processes change orders on purchase orders.
• Communicates with vendors to expedite orders or to resolve various problems as necessary.
• Receives and responds to inquiries and requests for assistance in purchasing matters from all City departments.
• Assists with fuel inventory.
• Receives and responds to inquiries from other City departments, citizens, etc., pertaining to purchasing procedures.
• Performs general clerical work as required, which may include answering the telephone, typing reports and correspondence, copying and filing documents, faxing information, processing mail, ordering office supplies, etc.
• Participates in all purchasing training events and vendor rallies.

Requires a high school diploma or GED equivalent supplemented by one (1) year of experience in inventory management, warehousing and/or procurement, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess and maintain a valid state of Florida driver’s license. Must possess or obtain the most current FEMA 100, 200, and 700 Incident Command System certifications within 6 months of appointment to the job.

• Has thorough knowledge of the methods, procedures and policies of the City as they pertain to the performance of duties of the Procurement Coordinator.
• Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
• Has knowledge in the areas of inventory control, warehousing and government procurement.
• Is able to prepare and maintain accurate and complete inventory/purchasing records and prepare related reports.
• Knows how to apply supervisory concepts and principles; ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations.
• Is able to perform employee evaluations and to make recommendations based on results; has the ability to offer training and assistance to co-workers and employees of other departments as required.
• Is able to take the initiative to complete the duties of the position without the need of direct supervision.
• Has the ability to learn and utilize new skills and information to improve job performance and efficiency.
• Is able to read and interpret relatively complex materials pertaining to the responsibilities of the job.
• Has knowledge of the terminology used within the department.
• Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation.
• Has knowledge of proper English usage, vocabulary, spelling and basic mathematics.
• Has thorough knowledge of modern office practices and technology.
• Has knowledge of and skill in the use of computers for data and word processing.
• Has knowledge of the standard tools, materials and practices of the industry.
• Has skill in the care and use of required tools and equipment.
• Has knowledge of applicable occupational hazards and safety precautions.
• Knows how to react calmly and quickly in emergency situations.

Must be physically able to operate a variety of machines and equipment including computers, adding machines, telephones, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, grasp, push, pull or otherwise move objects. Physical demands are those of sedentary work; must be able to remain on feet for periods of time and perform manual tasks.

Must be able to lift and/or carry weights of up to fifty pounds.

Works primarily in an office environment.

It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.