Procurement Specialist III

Job Description

SUMMARY

This is advanced work purchasing supplies, materials and equipment for General Government Departments / Divisions and / or GRU which requires a higher skillset in the procurement profession involves more complex tasks as well as the tasks assigned to the Procurement Specialists I and II.

Positions allocated to this class report to a designated supervisor and work is performed with moderate direction. Work in this class is distinguished from other classes by its emphasis on more difficult purchasing tasks.

NOTE : There are three levels to the Procurement Specialist job family. The Procurement Specialist I classification must progress to the Procurement Specialist II classification within the first four years of appointment. The Procurement Specialist II classification must progress within three years of appointment to Procurement Specialist III.

EXAMPLES OF WORK

• This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

Prepares, reviews, and issues a variety of documents that are necessary to solicit bids, quotes, proposals, and requests for qualifications which the procurement division handles on behalf of General Government Departments / Divisions and / or GRU.

Conducts bid openings, tabulates responses, and assists with issuance of Notice of Award or Recommendations of Final Ranking.

Prepares and issues purchase orders for a range of commodities and services required by General Government Department / Divisions and / or GRU.

Prepares contract folders, and assembles for filing all documents related to bid / proposal solicitations.

Works closely with assigned departments to help formulate and adopt the best procurement approach that will enable each department to achieve the goals or end product that are desired from the procurement process.

Employs a variety of procurement-related software tools to research and obtain information on products and services required by General Government Departments / Divisions and / or GRU.

Audits purchase orders prepared by non-Procurement Division personnel for accuracy and compliance with the City’s adopted procurement policies and procedures.

Attends work on a continuous and regular basis.

NON-ESSENTIAL JOB FUNCTIONS

Performs special tasks, duties, or projects of a highly complex nature.

Assists with the on-boarding and training of procurement division staff as well as preparing procurement-related training materials and documents for use by other Gainesville Regional Utilities departments.

May be called upon to assist with the training and education of Gainesville Regional Utility personnel and / or outside vendors in procurement-related matters including the preparation of materials used in these tasks.

May be assigned responsibility for the day-to-day operations of the City Hall Mail Room.

May be delegated oversight of the procurement office functions in the absence of the Procurement Manager.

Performs other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions.

EDUCATION AND EXPERIENCE

High school degree or possession of an acceptable equivalency diploma, and seven (7) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process; or

An Associate degree from an accredited educational institution with major course work in accounting, business administration, economics, finance, procurement or related field; and five (5) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process; or

A Bachelor degree from an accredited educational institution, with major coursework in accounting, business administration, economics, finance, procurement or related field; and three (3) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process.

CERTIFICATIONS OR LICENSES

Licenses

Must possess a valid Florida Driver License.

Certifications

Certification from the National Institute of Governmental Purchasing or other nationally recognized agency preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of office procedures and practices, business English, spelling, and commercial mathematics.

Extensive knowledge of purchasing principles and practices, and those rules and regulations which govern municipal procurement, including State Statutes which govern public meetings, public records and ethics.

Considerable knowledge within assigned area of types, grades, prices, and market trends of commodities and services to be purchased.

Basic knowledge of governmental budgeting and financial procedures.

Basic knowledge of enterprise resource planning systems and their relationship to procurement.

Basic knowledge of proper supervisory skills.

Ability to prepare specifications, analyze quotations and bids, and perform other necessary purchasing functions.

Ability to keep records and prepare reports.

Ability to communicate effectively, both orally and in writing.

Ability to work effectively with co-workers, employees from other City departments, vendors and the general public.

Ability to utilize financial software to prepared and issue purchase orders.

Ability to create new contracts and maintain existing contracts.

Possess organizational skills.

Possess technical computer and software skills (MS Office Suite, SAP, DobJ, Adobe, Hummingbird, Open text).

Possess good customer service skills.

Possess problem solving skills.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is often required to sit for prolonged periods of time.

WORK ENVIRONMENT

Work is primarily in an office environment.

Note :

May Require Assessment(s).

May fill multiple positions.

May establish an eligibility list.

Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally.

All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also o ff er great things like on-site fi tness centers, tuition reimbursement, on-site medical sta ff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees.

Equal Opportunity

The City of Gainesville is an equal opportunity / affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at 352-334-5077 or TDD / TTY at 352-334-2292.

Veterans' Preference

Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference.

If you are unable to apply online due to a disability, contact recruiting at or by calling 352-334-5077.