Introduction
This is responsible technical work involving procurement activities to
support assigned Procurement Analysts and Department Management staff. Bargaining unit position.
Nature Of Work
An employee in this class performs a variety of activities in support of the Purchasing department. Tasks might include preparing and processing Bid/Request for Proposal (RFP) documents, addenda, City Council resolutions and contracts/agreements. Employees are also responsible for maintaining accurate records of all procurement-related activities, including vendor files and budget office transmittals (BOTs). Under general supervision, employees are responsible for performing duties of more than average difficulty that require the application of technical knowledge of appropriate legal requirements, rules, regulations, and procedures. Reasonable initiative and independent judgment are required in completion of tasks with a high degree of accuracy and on a timely basis. Considerable tact, diplomacy, and discretion are required in order to work with and gain cooperation from Procurement Analysts, other Purchasing Department staff members, internal City department staff/customers, vendors, and the general public. Work is reviewed through observation, conferences, reports submitted and results obtained.
Examples of Duties
Prepares Bid/RFP and addenda documents; prepares and broadcasts Bid/RFP via electronic bid systems directs vendors to web site as needed; sends bid preparation information and bid tabulations to the Equal Business Opportunity (EBO) Office; assists Procurement Analysts with formal and informal Bid/RFP openings and with Pre-Bid/Pre-Proposal Conferences.
Prepares weekly bid schedules; prepares and submits advertising, confirming publication and proper retention of ads; records and maintains security and receipt of Bids/RFPs; maintains security and records of bid bonds and letters of credit.
Prepares and processes Resolutions and Contracts/Agreements (generally $100,000 and greater); updates and distributes Resolution Log.
Enters internal Purchasing approval documents; maintains records and processes approval documents and maintains, updates, and distributes tracking logs.
Acts as Purchasing liaison to Legal Department, City Clerk, Revenue & Finance, internal City department customers and Mayor's Office; as requested.
Screens/routes telephone calls and visitors; greets, assists and provides solutions as well as information concerning established policies and procedures to public and/or vendors.
Opens, stamps, sorts and distributes incoming mail to staff; distributes purchase orders; checks E-mail for electronic bid responses; verifies stamp time with atomic time to ensure submittals are received on time.
Administers records retention; posts information concerning public meetings; updates and distributes management reports; proofreads own work.
Performs special projects and research tasks as assigned.
Performs related work as required.
Knowledge, Skills & Abilities
Extensive knowledge of: Microsoft Office Suite including Word, Excel, Outlook; grammar and punctuation.
Considerable knowledge of: procurement principles and practices; procurement policies and procedures and the ability to apply this knowledge; legal requirements, rules, and regulations pertinent to a municipal purchasing; standard office practices and procedures; municipal organizations, programs and policies.
Ability to: understand and follow complex oral and written instructions; work independently and complete activities assigned; establish and maintain effective working relationships with other employees and the public; detect errors, maintain accurate records; conduct research of files and records, and prepare reports; perform basic mathematical calculations.
Skill in: public relations and interpersonal relations.
Minimum Qualifications
Graduation from an accredited high school, supplemented by course work in business administration or a related field, and one (1) year of experience in purchasing or a related field; or an equivalent combination of training and experience.
Comments
Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.
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