Contract and Procurement Manager

Contract & Procurement Manager

The Early Learning Coalition of Pinellas County is searching for a Contract & Procurement Manager. The manager manages activities and operations of the procurement, contract, and purchasing services, coordinates assigned activities with Coalition departments and outside contractors, administers the full life cycle of the procurement, contracts, and purchasing, provides support to the CFO, and performs additional duties as assigned.

ESSENTIAL DUTIES include:

• Manages assigned services and activities of the procurement, vendor contracts, and purchasing process in compliance with the applicable laws and regulations, including state statutes and rules and Coalition policies. Keep up to date on State of Florida purchase agreements and availability of goods and services on state contracts and certified minority businesses.
• Reviews department purchase requisitions for goods and services where criteria have been established, conducts vendor product research to determine availability and prices, submits requests for quotes to pre-approved vendors, and prepares cost price analysis for purchases.
• Create and process purchase order for goods and services in the accounting software, changes orders to correct errors, account codes, or encumber funds, contact vendors to coordinate delivery of materials and services, and inspect them to ensure compliance with specifications.
• Prepares invitations to bid/request based on the scope of work prepared by department staff, completes bid packages, prepares and submits legal notices of solicitation for publication.
• Prepares draft procurement contracts, submits draft to the attorney for legal sufficiency and responds to inquiries from the attorney.
• With appropriate personnel responds to requests for information from vendors, reviews, tabulates, analyzes bid responses, and performs cost/price analysis.
• Writes recommendations for the award of contract for Board action and makes procurement presentations to the Board of Directors as needed.
• Prepares final contract document for signature by all parties and administers all contracts.
• Creates and maintains vendor contract files in accordance with Coalition policies and procedures as well as contract terms and conditions.
• Serves as the liaison with department staff and outside vendors.
• Responsible for negotiating with vendors and resolving purchasing issues.
• Provides guidance and instruction to staff and vendors regarding purchasing regulations, processes, and requirements.
• Assists in proper accounting of expenditures for grant activity and maintaining necessary procurement records related to grants.
• Assists the CFO as needed by working on special projects, attending department meetings, and serving on committees.
• Provide backup to other Finance staff as needed.
• Performs additional duties as assigned.

REQUIREMENTS include:

• Bachelor’s degree in business administration or related field
• 5 years of related experience

To be the best fit, a candidate will need the following skills/experience:

• Must be able to align with Coalition’s core values and to be a positive representative of the organization.
• Working knowledge of procurement system review and audit procedures and ability to interpret and apply State of Florida, federal rules and regulations accurately and effectively.
• Excellent organizational and time management skills with the ability to think clearly amid changing priorities and circumstances to meet deadlines.
• Skill in the use of computers and software applications related to the essential functions of the job, including, but not limited to Microsoft 365.
• Effective communication, both orally and in writing with employees and the general public in a clear, concise, and logical manner at the level necessary to satisfactorily perform the duties of the position.
• Excellent organizational and time management skills with the ability to think clearly amid changing priorities and circumstances to meet deadlines.
• Ability to interact as part of a team by exhibiting dependability, cooperation, initiative and punctuality.
• Interact with team members and all levels of management using courtesy, tact, and good judgment and to act as a positive representative of the Coalition.
• Carry out work assignments and tasks while meeting time, quality, and quantity expectations.

Salary: $67,077.23

Hours: Normal Coalition Hours are Monday- Friday, 8am- 5pm. 40 Hours per week

This position is in the office.

Job Type: Full-time

Pay: $67,077.23 per year

Benefits:

• 401(k) matching
• Employee assistance program
• Flexible spending account
• Professional development assistance
• Tuition reimbursement

Schedule:

• 8 hour shift

Ability to Commute:

• Clearwater, FL 33763 (Preferred)

Work Location: In person

Salary : $67,077