Procurement Specialist

This is highly responsible municipal purchasing work involving responsibility for all phases of the procurement process.

An employee in this class is responsible for managing all procurement activity within assigned classifications. Tasks are of more than average difficulty and include forecasting requirements through analysis of historical data; researching and forecasting of market trends; developing advantageous contracts; reviewing and developing specifications; advertising and awarding of bids and contracts; and initiation of authorizing resolutions. Under general supervision, employee is required to use considerable initiative and independent judgment in continuous plan development, review, and improvement. Work is reviewed through observation, conferences, documents, and reports submitted.

Reviews historical data for each assigned commodity class and develops management plan to provide advantageous prices and expeditious delivery through an effective balance of term contracts, blanket purchase orders, and open-market purchases.

Administers city-wide contracts through review of vendor performance and delivery history; develops advantageous contract terms and conditions; determines whether it is in the best interest of the city to renew or re-bid contracts; assures that contracts are properly executed; maintains contract files.

Reviews open-market requests; recommends changes or substitutions, when necessary, to reduce cost, improve quality and/or facilitate delivery; reviews specifications for competitiveness, fitness for purpose, and format; reviews single source requests for validity, recommending other sources where appropriate; reviews blanket purchase order requests for reasonableness, recommending alternative methods when advantageous for the city.

Advertises formal bids and solicits quotations; determines when pre-bid conferences are required and presides over them, analyzes bids to assure compliance with City Charter, bidding laws, and purchasing procedures; reviews bid submissions and/or samples to assure that purchases comply with specifications and requirements; initiates authorizing resolutions for Purchasing Director, Mayor, and City Council approval.

Interviews vendors and their representatives; continually develops the Women/Minority Business Enterprises (W/MBE) vendor list, referring potential candidates to the W/MBE office for certification; develops reliable suppliers by constant evaluation of service and performance.

Acts expeditiously, in emergencies, to secure required goods or services, soliciting competitive quotations, when practical; requires and reviews emergency documentation; prepares approving resolution for the Purchasing Director, Mayor, and City Council approval.

Prepares authorizations to expend funds, budget amendments, pay changes, issue checks, renew purchase contracts, etc. to ensure accountability of transactions; maintains on-going monitoring of contracts to ensure compliance with city regulations or requirements.

Maintains and manages product code file for assigned commodity classes in the city mainframe computer; uses personal computer to maintain contract management records, track contract status, and develop management reports.

Performs related work as required.

Extensive knowledge of: the principles, ethical standards, and priorities of governmental purchasing; municipal purchasing laws, City Charter, City Code, regulations, and procedures; grades, qualities, supply sources, and market factors for commodities and equipment frequently required by large municipalities.

Considerable knowledge of: antitrust laws and contract law under the Uniform Commercial Code; economic and financial principles.

Working knowledge of: computer technology and use.

Ability to: analyze detailed historical purchasing data; prepare and present meaningful summary reports; prepare detailed management plans for assigned classes; prepare clear, concise business correspondence and management reports; review the work of others, acting as consultant to department personnel engaged in purchasing activities; perform value analysis, forecasting, statistical sampling, cost/benefit comparisons, and other related financial and economic computations; conduct and preside over small and large meetings; establish and maintain effective working relationships with city employees, officials, bidders, vendors, and other governmental agencies.

Graduation from an accredited college or university with a bachelor’s degree in business administration or a related field and six (6) months of experience in governmental or other high value and volume purchasing operations; or an associate's degree in business administration or a related field and two (2) years and six (6) months of experience in governmental or other high value and volume purchasing operations.

Certification through the Universal Public Purchasing Certification Council, National Institute of Governmental Purchasing or the National Association for Purchasing Management is highly recommended.

Possession of a valid Florida drivers license required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

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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