What are the responsibilities and job description for the Procurement Coordinator I, II or Senior position at Toho Water Authority?
General Description
Procurement Coordinator I ($28.41 - $37.87) Hourly
Procurement Coordinator II ($31.81 - $45.45) Hourly
Senior Procurement Coordinator ($74,131.00 - $105,892.00) Annually
General Description
Procurement Coordinator I
The Procurement Coordinator I supports the success of all Toho stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. Procurements may include analyzing quotes, sole source, piggybacks, and invitations for bids from inception to award. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator I functions at entry-mid level to perform detailed work in the preparation, research, writing, evaluating and administration of bids and contracts. Work involves communication with vendors and departmental officials on purchasing problems and shipping, receiving, and invoicing problems and processes; and may include supporting p-card administration and oversight. Procurement Coordinators may manage multiple projects and deadlines simultaneously.
Procurement Coordinator II
The Procurement Coordinator II supports the success of all Toho Water Authority stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator II functions at journey professional level to perform complex procurement services, analysis, and implements process improvement solutions. The role supports Toho Water Authority staff with procuring a wide variety of commodities and services using various solicitation methods including ITN/RFP/RFQu and and alternate delivery methods of construction such as Construction Manager at Risk (CMAR) or other strategies. The work involves leading all phases of the procurement process, from bid preparation through granting of the award for procurement and contract management including extensions, amendments and facilitating vendor performance issues. The Procurement Coordinator II will also contribute to the team by sharing knowledge and implementing continuous improvement strategies and processes with peers. Work is performed according to Toho Water Authority procurement guidelines, State of Florida laws, and any applicable federal laws and regulations to include requirements of grant agreements.
Senior Procurement Coordinator
The Senior Procurement Coordinator is a seasoned and highly skilled procurement professional relied upon as subject matter expert. The Senior Coordinator may function as an individual contributor or as a lead for a team of procurement coordinators, making assignments, providing guidance and ensuring the efficient execution of procurement strategies, and driving optimal cost savings while maintaining high-quality standards. This role requires analytical abilities, collaborative skills, and a deep understanding of procurement processes and industry best practices. The Senior Procurement Coordinator performs complex procurements, advice and guidance, delivery, and process improvement solutions to support Toho Water Authority. This is accomplished by developing and overseeing solicitation packages, contracts planning, analyzing proposals and determining contract strategies, evaluating bid and proposals for technical compliance, developing and monitoring project management timelines, and coordinating contract specifications. This position is responsible for handling the more complex procurements, problem solving and mediating of challenging or unexpected problems involving multiple stakeholders and departments. Senior Coordinators may be assigned to lead and/or represent Procurement as subject matter experts in cross functional continuous improvement project teams. The Senior Procurement Coordinator may be assigned day to day oversight of entry and mid-level coordinators to gain leadership and supervisory experience.
Essential Functions
Procurement Coordinator I
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be: Procurement Coordinator I
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and bend, kneel, squat, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Environmental factors include indoor, flat surface, noise, sitting with occasionally walking and standing.
Health, Dental, and Vision Medical Insurance
Employee Onsite Wellness Center
401(a) and 457 Retirement Plans
Retirement Match
Group Basic Life Insurance / AD&D
Paid Vacation and Holidays
Paid Sick Time / Sick Bank
Employee Assistance Program
Flexible Spending Account Program
Dependent Care (FSA)
Longevity and Christmas Bonuses
Tuition Reimbursement
01
What is the highest degree or level of school you have completed? If currently enrolled, highest degree received.
Do you currently possess a valid class E State of Florida Driver's License?
If you answered "No" to the above question, are you able to obtain a State of Florida Class E Driver's License prior to employment?
How many years of experience do you have working in public sector procurement or contract administration?
Do you have one or more of the following certifications: Certified Professional Public Buyer (CPPB) Certified Professional Public Officer (CPPO); Certified Procurement Professional (CPP) or Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (C.P.M) ? If so, please indicate which of these certifications you have. If none, list n/a.
Required Question
Procurement Coordinator I ($28.41 - $37.87) Hourly
Procurement Coordinator II ($31.81 - $45.45) Hourly
Senior Procurement Coordinator ($74,131.00 - $105,892.00) Annually
General Description
Procurement Coordinator I
The Procurement Coordinator I supports the success of all Toho stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. Procurements may include analyzing quotes, sole source, piggybacks, and invitations for bids from inception to award. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator I functions at entry-mid level to perform detailed work in the preparation, research, writing, evaluating and administration of bids and contracts. Work involves communication with vendors and departmental officials on purchasing problems and shipping, receiving, and invoicing problems and processes; and may include supporting p-card administration and oversight. Procurement Coordinators may manage multiple projects and deadlines simultaneously.
Procurement Coordinator II
The Procurement Coordinator II supports the success of all Toho Water Authority stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator II functions at journey professional level to perform complex procurement services, analysis, and implements process improvement solutions. The role supports Toho Water Authority staff with procuring a wide variety of commodities and services using various solicitation methods including ITN/RFP/RFQu and and alternate delivery methods of construction such as Construction Manager at Risk (CMAR) or other strategies. The work involves leading all phases of the procurement process, from bid preparation through granting of the award for procurement and contract management including extensions, amendments and facilitating vendor performance issues. The Procurement Coordinator II will also contribute to the team by sharing knowledge and implementing continuous improvement strategies and processes with peers. Work is performed according to Toho Water Authority procurement guidelines, State of Florida laws, and any applicable federal laws and regulations to include requirements of grant agreements.
Senior Procurement Coordinator
The Senior Procurement Coordinator is a seasoned and highly skilled procurement professional relied upon as subject matter expert. The Senior Coordinator may function as an individual contributor or as a lead for a team of procurement coordinators, making assignments, providing guidance and ensuring the efficient execution of procurement strategies, and driving optimal cost savings while maintaining high-quality standards. This role requires analytical abilities, collaborative skills, and a deep understanding of procurement processes and industry best practices. The Senior Procurement Coordinator performs complex procurements, advice and guidance, delivery, and process improvement solutions to support Toho Water Authority. This is accomplished by developing and overseeing solicitation packages, contracts planning, analyzing proposals and determining contract strategies, evaluating bid and proposals for technical compliance, developing and monitoring project management timelines, and coordinating contract specifications. This position is responsible for handling the more complex procurements, problem solving and mediating of challenging or unexpected problems involving multiple stakeholders and departments. Senior Coordinators may be assigned to lead and/or represent Procurement as subject matter experts in cross functional continuous improvement project teams. The Senior Procurement Coordinator may be assigned day to day oversight of entry and mid-level coordinators to gain leadership and supervisory experience.
Essential Functions
Procurement Coordinator I
- Performs routine procurement work according to generally accepted public procurement principles, best practices, established procedures, departmental guidelines, and regulatory requirements applicable to the work;
- Prepares, reviews, and processes standard documents, including solicitations, sole source, piggyback, including addenda, contract award and purchase orders, to include all contractual requirements and specifications;
- Schedules and facilitates pre-bid conferences, public formal bid and proposal openings; receives and analyzes bids and proposals received for conformance with specifications and other requirements;
- Uses e-procurement platform and financial management software to create or review and investigate any vendor records, department requisitions for purchase orders; includes contract set-up and spend summary maintenance; verifies items and prices, and approves requisitions for purchase order issue;
- Monitors the status of assigned contracts with staff to prepare for timely renewals, contract extensions or new solicitations;
- Serves as primary contact to departments and outside agencies for the purpose of obtaining procurement information, purchase order authorization; as primary contact between departments and vendors/bidders for various commodities and services;
- Performs various administrative support duties, e.g. filing materials, copying documentation, entering data into computer system tasks and may include oversight for the procurement card (P-Card) program including issuing new cards, reports, training and monitoring for compliance;
- Maintains and updates procurement templates, SOP’s, Project tracker, cost savings reports, and other department tools as needed;
- Collaborates with staff advising on procurement procedures and managing solicitations and contracts; and
- All other duties as assigned.
- Fully master and perform all responsibilities and tasks outlined in the Procurement Coordinator I job description, demonstrating proficiency and independence in each area.
- Performs routine procurement work according to generally accepted public procurement principles, best practices, established procedures, departmental guidelines, and regulatory requirements applicable to the work;
- Prepares complex bid and proposal documents to include all contractual requirements and specifications received from the end user; utilizes the automated procurement system with good judgment and understanding of the commodity codes, to determine vendors from whom to solicit bids and proposals; assignments require critical thinking and independent judgment carried out within the guidelines of established policies and procedures;
- Monitors the status of assigned contracts with staff to prepare for timely renewals or new solicitations; analyzes requests for price increases and contract extensions; confers with departments regarding specifications and updates when preparing solicitations;
- Facilitates pre-bid and pre-proposal conferences; conducts public formal bid openings and proposal closings; receives and analyzes bids proposals received for conformance with specifications and other requirements; initiates the approval process and procurement award to the Board and Executive Staff from the department or evaluation committee’s recommendation;
- Conducts review and approval of purchase orders in a timely manner;
- Serves as primary contact to Toho’s departments and outside agencies for the purpose of obtaining purchase order authorization for commodities and services; as primary contact between Toho’s departments and vendors/bidders for various commodities and services;
- Reviews sole source procurement requests to determine if all legal requirements have been met; analyzes quotations received for small procurements;
- Uses e-procurement platform and financial management software for solicitations, purchase orders and contract management;
- For Professional Services solicitations under Florida 287.055, ensures that all projects and documents fall within the Consultant’s Competitive Negotiation Act (CCNA) guidelines;
- Collaborates with Toho Water Authority staff advising on procurement procedures and managing solicitations and contracts;
- Facilitates meetings with staff and vendors to address contract performance issues and creates documentation of results;
- Ensure Toho’s procurement practices fall within compliance guidelines for use of Federal and State Grants, Loans, & etc; and
- All other duties as assigned.
- The role of the Senior Procurement Coordinator includes and may perform all the essential functions of the Procurement Coordinator positions;
- Implements effective procurement strategies and processes, optimizing cost savings, supplier management, and contract negotiation. Recommends, develops, and implements improved process methods and procedures;
- Monitors and analyzes procurement data, trends, and metrics to identify opportunities for process improvement and cost reduction;
- Collaborate with cross-functional teams, including finance, operations, and legal, to align procurement strategies with overall organizational goals;
- Provides high level of service to internal and external customers while effectively resolving inquiries and challenges;
- Evaluate and select suppliers based on predefined criteria, negotiate contracts, and manage supplier relationships to ensure the highest quality and value for the organization;
- Conduct market research and stay updated on industry trends, emerging technologies, and best practices to drive innovation and continuous improvement in procurement processes;
- Establish and maintain strong relationships with key stakeholders, both internal and external, to understand their needs, provide strategic advice, and influence decision-making processes;
- Ensure compliance with procurement regulations, standards, and requirements;
- Prepares and presents reports, performance metrics, and analysis to stakeholders, highlighting achievements, challenges, and recommendations;
- Manages multiple projects, facilitates award of contracts, ensures vendor insurance compliance and verification of contractor licenses;
- Collaborates with departments to establish goals and timelines for projects, pre-qualification and proposal evaluations;
- Solicits procurements by preparing documents, determining procurement strategy for projects including proposals and professional services, managing solicitation process, conducing pre-proposal and other public meetings; bid openings, contributing to contract negotiations, preparing correspondence, and processes materials/supplies as needed;
- Reviews and advises on scope of work for RFP's, participates in the evaluation and selection of vendors and contractors, and proactively monitors contract expirations. Supports departments in monitoring of contract budgets.
- May function as a lead for entry and mid-level procurement staff providing training, delegation of assignments, and direct and review the work of others for compliance and development opportunities.
- All other duties as assigned.
- Basic knowledge of public purchasing and general accounting principles and techniques.
- Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently; intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.
- Ability to perform in accordance with pre-established local, State, and Federal policies, procedures and regulatory requirements applicable to the work.
- Ability to effectively communicate both orally and in writing.
- Ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications.
- Ability to read and interpret technical and legal documents, operation and maintenance instructions, and policy and procedure manuals.
- Ability to establish and maintain effective working relationships with unit employees, employees in other departments, public/private sector contacts, vendors, and the general public.
- Ability to maintain effective records maintenance and file management systems.
- Ability to organize work, establish priorities, meet established deadlines, and follow up on assignments with a minimum of direction.
- Skill in preparing complex correspondence, summaries and reports in a clear and concise manner; skill in business English, e.g., correspondence formats, spelling, punctuation and grammar.
- Ability to access, operate and maintain various software applications.
- Skill in reading, updating and maintaining various records and files; skill in complex administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain that required qualification would be: Procurement Coordinator I
- A high school diploma or GED issued from an approved GED Administrator.
- Minimum of three years of relevant experience. Such as working in public sector procurement or contract administration; experience in Florida public sector procurement highly preferred.
- Experience using financial software applications for contracts/purchase orders and an e-procurement platform (OpenGov/Bonfire/BidNet etc.) or similar platforms.
- Experience managing multiple projects and deadlines.
- Must possess and maintain a valid state of Florida Class E Driver's License.
- A minimum of 2-year college degree with a focus on Business Administration, Public Administration, Supply Chain Management or related field.
- Five years of experience working in a public sector procurement or contract administration.
- Experience using financial software applications for contracts/purchase orders and an e-procurement platform (OpenGov/Bonfire/BidNet Etc.)
- Must possess a professional purchasing related certification such as Certified Professional Public Buyer (CPPB) or Certified Procurement Professional (NICP-CPP) or Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (C.P.M.)
- Experience managing multiple projects and deadlines is a must.
- Must possess and maintain a valid State of Florida Class E Driver's License.
- Bachelor’s degree in Business Administration, Finance, or related field.
- Minimum of five years experience working in public sector procurement or contract administration.
- Proven experience in procurement analysis, contract negotiation, and supplier management.
- Two years of supervisory experience or experience in leading project teams.
- Experience using financial software applications for contracts/purchase orders and an e-procurement platform such as OpenGov/Bonfire/Bidnet, SAP, and Oracle.
- Must possess a professional purchasing related certification such as Certified Professional Public Buyer (CPPB) Certified Professional Public Officer (CPPO); Certified Procurement Professional (CPP) or Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (C.P.M)
- Must possess and maintain a valid state of Florida Class E Driver's License.
- Experience in Florida Public Sector procurement.
- Experience managing p-card programs with 200 cards.
- Experience writing and editing SOP’s.
- Experience with Experience with Bids and/or Requests for Proposals and other types of procurements – GSA/Cooperative Contracts, etc. in the areas including IT, Finance, HR, Legal and P-Card management.
- Experience managing multiple projects and deadlines.
- Extensive knowledge of procurement processes, strategic sourcing, and supplier relationship management.
- Experience in developing and presenting training to procurement organization staff.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and bend, kneel, squat, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Environmental factors include indoor, flat surface, noise, sitting with occasionally walking and standing.
Health, Dental, and Vision Medical Insurance
Employee Onsite Wellness Center
401(a) and 457 Retirement Plans
Retirement Match
Group Basic Life Insurance / AD&D
Paid Vacation and Holidays
Paid Sick Time / Sick Bank
Employee Assistance Program
Flexible Spending Account Program
Dependent Care (FSA)
Longevity and Christmas Bonuses
Tuition Reimbursement
01
What is the highest degree or level of school you have completed? If currently enrolled, highest degree received.
- High school graduate, diploma or GED from approved GED Administrator
- Some college, no degree
- Associates degree
- Bachelor's degree or higher
Do you currently possess a valid class E State of Florida Driver's License?
- Yes
- No
If you answered "No" to the above question, are you able to obtain a State of Florida Class E Driver's License prior to employment?
- Yes
- No
How many years of experience do you have working in public sector procurement or contract administration?
- 0-3 years of experience
- 3-4 years of experience
- 4- 5 years of experience
- 5 or more years of experience
Do you have one or more of the following certifications: Certified Professional Public Buyer (CPPB) Certified Professional Public Officer (CPPO); Certified Procurement Professional (CPP) or Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (C.P.M) ? If so, please indicate which of these certifications you have. If none, list n/a.
Required Question
Salary : $74,131 - $105,892
