Support Services Coordinator

MINIMUM TRAINING & EXPERIENCE

The following education and experience will be accepted:

• Associate degree, in business, management, procurement, or closely related field plus five (5) years of experience in accounting, procurement, records management and administrative work; OR
• High School Diploma plus nine (9) or more years of work experience in accounting, procurement, records management and administrative work.

Supervisory experience required. Experience with governmental procurement programs preferred. Must possess a valid Florida driver’s license and have and maintain an acceptable driving record.

EMERGENCY DECLARATION STATUS

Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work and if they are re-assigned based on the needs of the City.

GENERAL STATEMENT OF JOB

Under limited supervision, performs professional and supervisory work supporting various departmental activities. Work involves managing the procurement activities for the Building Department to obtain quality materials and services at the best possible price and value. Work includes management of all accounts receivable, accounts payable, auditing of accounts, reviewing purchases and bids to provide consistent and cost-efficient methods for managing department funds. Serves as the liaison between Procurement and Building to ensure that records and information is organized and maintained in an efficient manner and available when needed. Reports to the designated manager.

SPECIFIC DUTIES & RESPONSIBLITIES

ESSENTIAL JOB FUNCTIONS

Manages all procurement for the department. Reviews and coordinates procurement activities to expedite the purchasing process. Work involves developing specifications, preparation of bid packages, requests for proposals, amendments and other procurement related documents for a variety of commodities and services. Reviews and evaluates vendors’ bids and proposals to determine compliance with stated specifications and conditions; recommends purchases in accordance with established procedures. Monitors the purchase order process to expedite procurement. Prepares and maintains files and records on all purchasing activities. Assists in researching and projecting department-wide procurement needs in the annual budget process. Responsible for keeping Building Department personnel informed of the established City policies and procedures pertaining to procurement.

Department representative for the Purchasing Card program. Trains employees on the proper use, ensuring policies are adhered to, requests new cards, reports misuse, reviews spending/statements with cardholders, completes end-of-month reconciliation of statements and processes for payment.

Manages all accounts payable for the department. Reviews and verifies invoices for accuracy, processes invoices for payment and monitor expenses. Assists in resolution of questions relating to shipments, material receipts, invoices and payments to include any issues with Building permits. Maintains files and records on payments.

Manages the department's invoices and accounts receivables program. Serves as the department's contact for all payments and refunds. Applies financial record management principles, practices and procedures for the maintenance, retention, preservation, and disposal of payments in all formats. Works within guidelines of Florida Public Records Law.

Manages capital inventory. Prepares and maintains capital inventory records and files. Identifies capital equipment during the procurement process. Oversees annual reconciliation. Administers and coordinates disposal of surplus items. Analyzes capital inventory records and assists in projecting replacement needs for the department’s capital equipment.

Departmental liaison with for electronic devices, including smart/cell phones, air cards, GPS devices. Maintains database on assignment of devices. Monitors usage and reports on irregular usage. Manages issues and cancelation of devices.

Assigns, trains, and directs activities of support personnel, ensuring adherence to established laws, ordinances, policies, procedures and standards; assists and advises subordinate, as necessary, resolving problems as non-routine situations arise.

Plans, develops, and coordinates the implementation of the Division’s written policies and procedures for integration with the goals of the Department.

Maintain records in a disaster/emergency, according to FEMA guidelines, coordination of documentation of all expenses and reporting to qualify for reimbursement.

ADDITIONAL JOB FUNCTIONS

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

This position is General Non-Exempt and is covered under Personnel Policies and the Administrative Code.

Health Insurance: Health care plan options include HDHP, OAPIN and OAP through Cigna.

Dental Insurance: Dental coverage is offered in three plans that include DHMO & PPO High/Low plans.

Vision Insurance: Vision coverage includes an annual eye exam, frames and lenses or contact lenses in lieu of eyeglasses.

Life Insurance: The City of Palm Bay provides each employee with life insurance in the amount of one time their annual base salary at no cost. Additional coverage is available at the employee's cost up to the Guaranteed Issue amount of $250,000.

Dependent/Spouse Life Insurance: The City of Palm Bay provides each employee with dependent/spouse life insurance in the amount of $5,000 per dependent at no cost. Additional coverage is available at the employee's cost.

Short Term Disability: Coverage pays 66 2/3% of employee's annual base salary during a short-term disability period not to exceed 26 weeks.

Long Term Disability: Coverage pays 66 2/3% of employee's salary at time of disability after a 180 consecutive day waiting period.

Defined Contribution Retirement Plan: City contributes a base of 3%. Employees may contribute up to 6% and the City will match the employees contribution.

Holidays: 10 holidays and 1 birthday holiday.

Paid Leave: Accrue 96 hours of vacation and sick leave per year. Accrued vacation hours increase after 10 years of service.