Procurement Specialist/Administrative

GENERAL PURPOSE:

The Procurement Specialist is responsible for performing administrative and technical work in the coordination and execution of the purchasing process for an assigned operational department. This position serves as the liaison between the assigned department and the Procurement Division, and will participate in Procurement team meetings on a regular basis. This work is performed under intermediate supervision - the incumbent performs a variety of routine work within established procedures and receives detailed instructions on new projects and assignments; work is reviewed periodically through meetings and conferences, review of correspondence and reports, and results achieved.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Work directly with the Procurement Division to assist and support all procurement processes including emergency purchase orders and surplus items for the assigned department.

Analyze and process purchase requests and payments in conformance with City policy; monitor and process payments for materials for large projects assuring competitive pricing policy compliance.

Assist in securing competitive prices for purchases; establish and maintain purchasing files and records; process payments for special projects; maintain piggy-back contracts and sole source information, assuring updating as required; and assist in Commission Agenda preparation.

Work directly with Accounts Payable and other city departments and vendors to assist and support the payment of invoices.

Analyze, research, and maintain contract records; monitor vendor performance and compliance with Contract and Purchase Order terms.

Communicate and enforce city procurement policies and procedures within assigned department.

Inventory and requisition materials, supplies, and equipment for departmental use; coordinate travel and training activities for the assigned department.

Assist in monitoring the budgets within the Department.

Review and approve time entries for payroll and as assigned.

Perform other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Working knowledge of procurement, departmental and municipal rules, regulations, policies, and procedures.

Working knowledge of effective writing techniques and communication styles, and creating ADA accessible documents.

Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Skill in problem-solving skills to gather relevant information to solve vaguely defined practical problems.

Ability to quickly and independently learn and adapt to changes in technology, including software and hardware.

Ability to give attention to detail and complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow-up and take tasks to completion.

Ability to work independently or in a team environment as needed.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

This position is performed with working knowledge - the incumbent has ability to recall and apply important and commonly-used information from relevant source documents or information in a particular subject field.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent; supplemented by a minimum of two years of experience in an administrative support function.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

CERTIFICATIONS, TRAINING, SPECIAL REQUIREMENTS:

NOTE: All certifications must be current at the time of application, and must be maintained as a condition of continued employment.

Must possess and maintain a valid State of Florida Driver's License, Class E or higher.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the City and requirements of the job change.