Procurement Operations Supervisor

Under general direction from the Assistant Director of Finance and Administrative Services, the employee performs professional level work of considerable complexity. Oversees the daily operations of  the citywide procurement of goods, services, leases, equipment, materials, supplies, construction, architectural, engineering and professional services and related work as required. Plans, supervises, and coordinates the work of employees performing highly technical and analytical procurement functions. Performs complex technical work and provides contractual advice to departments and divisions related to solicitation methods, contracting processes and legal and ethical mandates. Ensures work is in compliance with the Procurement Policy and Procedures Manual, the City's purchasing-related Ordinances, Resolutions, and Administrative Orders, as well as any County, State, and Federal laws. Position requires processing and interpreting less clearly-defined issues. Employee must exercise considerable initiative and sound judgment under minimal supervision.   The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. 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.

• Oversees the day-to-day operations of the procurement division, including assisting with establishing clear policies, procedures, and direction for all procurement functions, including contract administration and the sourcing of commodities and services
• Directs and supervises a staff of procurement professionals and administrative staff engaged in a variety of procurement processes, including hiring, evaluating, assigning tasks and projects, reviewing work and assisting staff with prioritization and completion of assignments, approving leave and overtime requests, evaluating performance and recommending and issuing disciplinary actions as needed, coaching and mentoring staff, and providing opportunities for growth through work assignments and training
• Plans, develops, organizes, coordinates and supervises procurement activities and programs; monitors effectiveness of programs and procedures; serves as technical advisor and provides professional assistance 
• Manages a contracts database in compliance with City established guidelines for all contracts citywide, to include working with all contract administrators to index, enter, and summarize all contracts, related information, documents, and compliance requirements in one central location
• Assists with establishing proper internal controls over all procurement functions and with managing all computer systems utilized for procurement functions (ERP system, e-bid system, p-card system, etc.)
• Applies and implements the City's internal policies and procedures related to procurement and contract management and recommends changes to the policies and procedures to accommodate regulatory, legislative, and procedural changes
• Provides administrative and technical guidance to procurement staff, departmental staff, and vendors as needed
• Develops, issues, evaluates, and coordinates complex competitive solicitations from beginning to end; handles bidding process for all construction, equipment, contractual services, commodities, professional services, and grant projects; and receives and reviews specifications and terms and conditions and finalizes formal contract packages
• Researches, coordinates and assists with the purchase of citywide goods and services, to include working with other departments to identify and participate in lucrative contracts
• Negotiates contract terms and conditions with vendors; ensures all contracts (including cooperative, piggyback, and intergovernmental contracts) and contractors comply with legal requirements and City policies
• Drafts and reviews contract amendments, modifications, change orders, and extensions; prepares reports, letters, and memoranda to facilitate action contracts
• Reviews and approves departmental requisition entries for budgetary compliance and consistency with corresponding back-up and approves utilizing the City's financial software
• Reviews all procurement forms for completeness, compliance, and in accordance with the budget
• Reviews and coordinates updates to all boilerplate procurement documents as needed per federal, state and local legislative updates
• Develops and maintains vendor relationships for the continuous supply of quality products, latest product information, trends, and pricing
• May conduct vendor training, contract administration training, and contract debriefing
• Assists departments with preparing City Commission agenda items for contract awards
• Assists with Budget and Audit preparation and requests
• Attends monthly and quarterly meetings of the local cooperative procurement group and chapter group, as well as the Florida Association of Public Procurement Officers (FAPPO) annual conference or other available training
• Independently makes decisions related to routine and non-routine procurement matters based on established policies and procedures and acceptable procurement practices and legal requirements
• Evaluates and resolves complex matters based upon acceptable procurement practices and legal requirements
• May be required to work during a declared emergency as directed by the department director or designee
• Assists and conducts special projects as assigned
• Performs other duties as assigned and/or required

Bachelor's degree from an accredited college or university in Public or Business Administration or a closely related field and five (5) or more years' experience in the procurement of a variety of services, equipment, and supplies and the development and review of contracts, with at least three (3) years of that experience in a government environment. Two (2) years of experience in procurement of construction, professional services, and complex projects is required. Two (2) years of experience in a supervisory, lead, or senior capacity is required. Experience in procurement of Information Technology hardware and software is preferred.

Possession of a valid procurement certification such as a Certified Professional Public Buyer (CPPB), Certified Public Professional Officer (CPPO), Certified Purchasing Manager (CPM), or other advanced certification in procurement or related certificate is preferred.

*The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of public procurement principles and best practices, markets, laws relating to public purchasing and intellectual property (including Consultants' Competitive Negotiation Act)
• Knowledge of city, county, state, and federal laws, regulations, and procedures related to public purchasing
• Knowledge of various construction delivery methods and direct purchase order process
• Knowledge of governmental budgeting and accounting methods, principles, and practices
• Knowledge of various purchasing and procurement methods and options
• Skill in Microsoft Office products (Word, Outlook, and Excel) and financial accounting systems, with ability to quickly and independently learn new software
• Skill in operating office and computer equipment
• Skill in providing good customer service
• Ability to follow the Code of Ethics as set forth by the City, National Institute of Governmental Purchasing (NIGP), and state statutes
• Ability to evaluate contract terms and conditions and possess a general legal working knowledge to work with legal advisors
• Ability to apply sound business judgment and strategic guidance to management in a deadline oriented environment
• Ability to manage time efficiently and work with minimal supervision
• Ability to accurately organize and maintain paper documents and electronic files
• Ability to rectify situations and negotiate contract terms
• Ability to develop and implement policies and procedures
• Ability to multi-task while working with tight deadlines and shifting priorities
• Ability to use critical thinking skills to arrive at solutions and suggest improvements to processes
• Ability to clearly communicate and understand information in English, both orally and in writing
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to regularly attend work and arrive punctually for designated work schedule
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  PHYSICAL REQUIREMENTS:
  Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). May involve some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing. Tasks may involve extended periods of time at a keyboard or work station.
   
  ENVIRONMENTAL REQUIREMENTS:
  Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.
   
  SENSORY REQUIREMENTS:
  Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.

Salary : $81,203 - $103,542