Senior Purchasing Agent

Procurement And Contract Compliance Division

Come to a city that builds careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want top notch insurance? We offer low cost health insurance giving you the best value - medical, dental, vision and flexible spending plans. Need work-life balance? We have got you covered with a 4-day work week and an award winning wellness program. And we don't stop there. The City of Hollywood provides a generous paid time off program inclusive of 13 paid holidays, vacation leave, personal leave, and sick leave. Repaying student loans? Employees at the City with 10 years of public service and on-time payments qualify for the federal student loan forgiveness program. Let's partner together and come grow with the City of Hollywood. Apply now!

Job summary : Under direction of an assistant director or department head, works independently and performs professional work of advanced difficulty in the technical and administrative functions of the purchasing activities of the City including purchasing and contract administration. The incumbent participates in and supervises purchasing professionals involved in procuring and coordinating the procurement of architectural and engineering services, construction, technology, supplies, and professional services required by various departments in accordance with all applicable federal, state and local laws, ordinances, rules and regulations, policies and procedures.

Essential job functions and responsibilities include preparing highly technical solicitation and contract documents containing complex specifications, preparing and analyzing competitive sealed bids, competitive sealed proposals, requests for quotations and requests for qualifications, and other solicitation documents that result in contract types such as construction manager at risk, construction manager, design build and owners' representative. The incumbent also identifies and notifies potential sources, conducts pre-bid and pre-proposal conferences, coordinates and supervises activities of evaluation committees, recommends lowest responsive, responsible bidder on ITB's, most advantageous offer on RFP's and most qualified for architects / engineers, edits requisitions and confers with departments regarding requirements, specifications, quantity, quality and delivery. Recommends alternatives that would result in greater value. Confers with consultants, contractors and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services. Negotiates with consultants and contractors regarding specifications, scope of work, prices, terms and conditions. Performs contract administration, including liaison between suppliers and departments, compliance with contract terms and conditions, compliance with grant requirements, negotiation of contract amendments, extensions and change orders. Analyzes cost and price data from suppliers. Performs contract audits when required. Reviews and executes contracts, purchase orders, change orders and other documents within delegated authority. Maintains the integrity of the public procurement process. Analyzes current procurement activities and recommends improvements through more efficient procurement methods, e-procurement, privatization, quantity discounts, standardization, value analysis or cooperative purchasing. Provides guidance and assistance to other employees, as required. Assigns, reviews and supervises the work of procurement staff. Makes recommendations regarding hiring, discipline and promotion of subordinates; authorizes leave and overtime; evaluates and rates employee performance. Researches market sources and suppliers to locate and ensure most cost effective and competitive pricing for the purchase of supplies and services. Engages in procurement planning with client departments. Routinely meets and communicates with client departments in order to identify and provide high quality service to meet client service delivery requirements on a timely basis. Provides accurate, complete and up-to-date information in a courteous, efficient and timely manner. Effectively communicates purchasing policies and procedures to all personnel and interprets said policies and procedures as necessary. Maintains individual workload statistics. Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up. Performs all functions and responsibilities according to the applicable county code of ethics and Florida state statutes 112.313. Issues all advertisements, announcements and notifications for procurements in accordance with all applicable federal, state and local laws, ordinances, rules and regulations, policies and procedures. Recommends, updates, adheres to and disseminates best practices and procedures manuals to those involved in the procurement process. Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation. Must establish and maintain effective and professional relationships with work colleagues, supervisors and managers. Performs related work as required for this position description only.

The requirements for this position include a bachelor's degree from an accredited college or university in business administration, public administration, business law, finance, supply management, or closely related field. A master's degree in a closely related field is desirable. Minimum five (5) years progressively responsible experience in contract administration, business administration, procurement or purchasing of goods and services or administration contracts, preferably in local government agency are required. Certified public procurement officer (CPPO), certified professional public buyer (CPPB), certified professional in supply management (CPSM), and / or certified purchasing manager (C.P.M.) preferred or the ability to obtain one of the above certifications, except C.P.M., within two (2) years of hire. Ability to prepare written and oral reports and presentations. Strong proficiency with PC's, word processing and spreadsheet applications. Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Knowledge, skills, abilities include considerable knowledge of business practices related to purchasing. Considerable knowledge of contract documents, solicitation methods and contract administration related to procurement. Good knowledge of laws, policies and procedures governing public procurement. Good knowledge of contract law. Good knowledge of mathematics to perform computations and collect statistics for basic cost and price analysis. Good knowledge of infrastructure project delivery methods, including design-bid-build, design-build, construction manager-at-risk, and job order contracts. Some knowledge of cost accounting as it relates to price and cost analysis. Considerable skill in researching and preparing highly complex specifications, solicitations and contract documents. Considerable skill in negotiating contracts. Working skill in project management. Working skill with computers, including automated purchasing systems and common office software and productivity tools. Ability to read, interpret, explain and properly apply rules, regulations, laws, policies and procedures. Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies. Ability to use judgment and initiative in making recommendations and resolving problems that are highly complex and sensitive in nature. Ability to effectively communicate orally and in writing, including the ability to convey complex and technical subjects in a clear, concise and positive manner. Ability to establish schedules and to complete projects on a timely basis. Ability to successfully deal with all persons in a fair and equitable manner. Ability to make difficult decisions and award contracts impartially and objectively. Possess complete integrity and a high sense of personal and professional ethics. Ability to consistently demonstrate strong interpersonal and customer relations skills. Strong proficiency with PC's, word processing and spreadsheet applications. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment. Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public. Demonstrate ability to utilize personal computer and office software such as MS Word, MS Excel and electronic mail.