City of Tampa

This is responsible, technical work involving all phases of administration, monitoring, reporting, and processing of contract renewals.  Bargaining unit position.

An employee in this class is responsible for performing a variety of purchasing functions relating to municipal contracts. Tasks are of average difficulty and include monitoring and managing total flow of the contract renewal process for bids and Requests for Proposals (RFP)’s through Budget Office Transmittal (BOT) and/or resolution process. Employees are also responsible for maintaining the retrieval and maintenance of the contracts management report database computer program. Under general supervision, employee receives most assignments either orally or in rough draft, necessitating exercise of reasonable initiative and independent judgement in establishing priorities, determining contractual requirements, assuring timely completion of each assigned task, or interpreting procedures, rules, and regulations. Work is reviewed while in progress and upon completion through observation, reports submitted, and results obtained.

Establishes and maintains files, control logs, and other correspondence to ensure accurate and complete record keeping of renewals and non-renewals, insurance and Affirmative Action Plans (AAP); assists in the maintenance (including reconciliation) of AAP suppliers and Women/Minority Business Enterprise (WMBE) listing; also provides periodic tabulation, cross-reference and updating of WMBE listings; coordinates through and with the Minority Business Development Department to ensure vendor compliance throughout the renewal period.

Monitors and reviews government regulations affecting City of Tampa contracting activities and recommends revisions to policies and practices to ensure compliance.

Prepares and pre-approves vendor requested contract escalations based on Consumer Price Index (CPI) and Producers Price Index (PPI) and submits to Director of Purchasing for final approval.

Reviews and processes insurance updates and certificates of insurance throughout the contract renewal period; coordinates updates with Human Resources/Risk Management.

Generates and provides sub-summary reports to management to facilitate interdepartmental compliance to include: default and/or contract expiry; vendor contract review; vendor invoice review; inventory expiration and renewal; AAP expiration and insurance expiration.

Runs additional reports and file maintenance as continual duties; responsible for the general maintenance and smooth flow pertaining to communications, contractual obligations and contract renewal services.

Performs related work as required.

Considerable knowledge of: City of Tampa contract processing and renewals; city operating and purchasing processes; standard forms and documents used in calculating CPI and PPI.

Working Knowledge of: city, federal, state and local laws, regulations and guidelines related to Equal Employment Opportunity, Affirmative Action and Women/Minority Business Enterprise contracting; basic accounting and bookkeeping procedures, methods, and terminology; basic computer record keeping principles and practices.

Ability to: establish and maintain effective working relationships with fellow employees, vendors, and the general public; read, understand and interpret contracts, project manuals and proposals; compile and present clear, concise reports orally and in writing; maintain records and files.

Graduation from an accredited high school or vocational school supplemented by some training in purchasing procedures and three (3) years of experience in governmental accounting, bookkeeping, purchasing or related work; or an equivalent combination of training and experience.

Possession of a valid drivers license may be required.

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.