PROCUREMENT AGENT

Description

Under supervised direction, work independently and perform professional work in the technical and administrative functions of the procurement activities of the City including procurement and contract administration. This position is responsible for procuring or coordinating the procurement of architectural and engineering services, construction, technology, supplies , and professional services required by various departments in accordance with all applicable federal, state and local laws, ordinances, rules and regulations , policies and procedures. Direction is received from the Procurement Director.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Examples of Duties

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Prepare technical specifications, contracts and solicitation documents, including all related research and value analysis.

Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotations and requests for statements of qualifications.

Identify and notify potential sources.

Conduct pre-bid and pre-proposal conferences.

Coordinate and supervise activities of evaluation committees.

Recommend lowest responsive, responsible bidder on ITB' s, most advantageous offer on RFSP's and most qualified for architects/engineers.

Edit requisitions and confer with departments regarding requirements , specifications, quantity, quality and delivery. Recommend alternatives that would result in greater value.

Confer with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.

Negotiate with consultants and contractors regarding specifications, scope of work, prices, terms and conditions.

Perform contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders.

Analyze cost and price data from vendors.

Perform contract audits when required.

Review and execute contracts, purchase orders, change orders and other documents within delegated authority.

Maintain the integrity of the public procurement process.

Analyze current procurement activities and recommend improvements through more efficient procurement methods , e-procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing.

Provide guidance and assistance to other employees, as required.

Research market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services.

Engage in procurement planning with client departments.

Routinely meet and communicate with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis.

Provide accurate, complete and up-to-date information in a courteous, efficient and timely manner.

Effectively communicate procurement policies and procedures to all personnel and interpret said policies and procedures as necessary.

Maintain individual workload statistics.

Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.

Perform all functions and responsibilities according to the Broward County Code of Ethics and Florida State Statutes 112.313.

Perform other related duties as required.

Typical Qualifications

Working knowledge of business practices related to procurement.

Knowledge of contract documents, solicitation methods and contract administration related to procurement.

Knowledge of laws, policies and procedures governing public procurement.

Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis.

Excellent proofreading and grammatical skills.

Some knowledge of cost accounting as it relates to price and cost analysis.

Skill in researching and preparing specifications, solicitations and contract documents.

Skill in negotiating contracts.

Working skill in project management.

Working skill with computers, including automated purchasing systems and common office software and productivity tools.

Ability to read, interpret, explain and properly apply rules, regulations, laws, policies and procedures.

Ability to develop effective and cooperative working relationships with other departments , employees, suppliers and other public agencies.

Ability to use judgment and initiative in making recommendations and resolving problems.

Ability to effectively communicate orally and in writing, including the ability to convey technical subjects in a clear, concise and positive manner.

Ability to establish schedules and to complete projects on a timely basis.

DESIRABLE EXPERIENCE AND TRAINING
Bachelor's degree (preferred) or associate degree from an accredited college or university in Business, Finance , Supply Management, or closely related field. Minimum three (3) years of experience in procurement of goods and services and/or administration of contracts, preferably in a government agency. Certified Professional Public Buyer (CPPB).

A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.

PHYSICAL REQUIREMENTS
The position involves light physical demands, such as exerting up to 30 lbs. of force occasionally, and/or up to 15 lbs. of force frequently, and/or negligible amount of force consistently to move objects.

Work Environment

This is a designated "Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies.. Attendance at National Incident Management System (NIMS) training at the appropriate level is mandatory.