Procurement Official / General Manager, Procurement

Job Description:

Procurement Official / General Manager, Procurement

Description

All current City of Sarasota employees must apply to job postings on the internal career site.

Come work at a place where employees of the City serve with Excellence and Pride!

NOTE: The City of Sarasota is an Equal Employment Opportunity , Veteran, E-Verify and Drug Free Workplace employer. Click to view the City's Veterans Recruitment Plan . Click to view a the City's Educational Equivalency Statement.

Department:
Finance Administration

Employee Type:
Probationary

Time Type:
Full time

Salary Range:
Negotiable, based upon experience

Job Posting Period:
October 28, 2024 - November 19, 2024 12:00 A.M.

Job Description:

Overview

R esponsible for all aspects of the City’s procurement process. This includes, overseeing the sourcing, purchasing and negotiation of goods and services for the City. Responsibilities include leading the procurement team in developing and implementing procurement strategies, ensuring compliance with the City’s procurement policies, and all applicable state and federal requirements, managing vendor and internal department relationships, and direct oversight of the City’s purchase card program.

Essential Functions

• Provides professional, administrative and technical direction and management for the Procurement Division, and all contract and procurement activities of the City.
  
• Develops, recommends and implements City procurement policies, practices and procedures.
  
• Interprets and applies applicable City, State and Federal procurement laws, rulings and regulations.
  
• Consults with City departments and other governmental agencies on bid specifications, bidder's lists, sources of supply, bid submissions; approves award selections and contract supporting documents; processes bonds and insurance papers; prepares contract documents; prepares contract awards and communicates recommendations to the City administration and City Commissioners; participates in professional services contract negotiations as required.
  
• Manages the City's bid protest procedures; interacts with user departments and legal office; interprets protest data and applies applicable rules and regulations pertaining to resolution of protests.
  
• Establishes quality control checks to ensure conformance with acceptable budgetary procedures and other departmental requirements related to requisitions and/or expenditures.
  
• Manages the City's annual materials and services contracts.
  
• Negotiates contracts and agreements with suppliers.
  
• Manages the City’s Procurement Card Program
  
• Administers the City’s Travel Policy
  
• Responsible for City-wide mail activities.
  
• Actively participates in local, State and national professional procurement associations and organizations, including any Cooperative Purchasing Programs
  
• Maintains continuing contacts with vendors and coordination with other City officials on purchasing matters and/or contracts.
  
• Establishes and enforces proprietary verification procedures for the receipt of supplies, equipment and services.
  
• Ensures compliance with applicable laws related to acceptable bids, quotations, and/or procedures.
  
• Promotes the reassignment, utilization, and disposition of excess or surplus supplies, materials, and equipment in accordance with applicable laws, rules and regulations.
  
• Leads, manages, motivates and evaluates a staff of professional, technical and clerical administrative employees.
  
• Responsible for the completion of all requisition, solicitation, budget and other procurement related requests from the Workday system.
  
• Reviews and approves all non-competitive procurements such as exempt purchases, sole sources, single sources, and cooperative purchases pursuant to the City's regulations and policies.
  
• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that will be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.
  

Minimum Qualifications

• Bachelor's degree from an accredited college or university with major course work in Business Administration, Public Administration or related field,
  
• Five (5) years progressively responsible experience in municipal, county, state, or federal procurement activity or other related purchasing and contract administration activity involving the procurement and/or warehousing of a variety of services, supplies, materials, and equipment is required of which three (3) years must have been in a supervisory capacity,
  
• Or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities.
  
• Certification as a Certified Public Purchasing Officer (CPPO) or the ability to obtain the certification within a reasonable timeframe as a condition of continued employment.
  
• Certification as a Certified Professional Public Buyer (CPPB) or other procurement certifications are highly desired.
  

Job Based Competencies

• Comprehensive knowledge and understanding of public sector professional procurement processes that provides a foundation to make well informed decision, identify potential risks, and ability to implement more efficient operations.
  
• Ability to develop and articulate long-term procurement strategies, optimize resources, and minimize risks to ensure procurement operations align with organizational goals.
  
• Ability to lead and inspire a procurement team, fostering collaboration and delivering professional development through internal training and mentorship.
  
• Strong capability to analyze market trends, supplier performance, costs strategies, and procurement data to make inform decisions. Strong analytical skills for interpreting data to make informed decisions, optimizing procurement strategies based on concrete evidence rather than assumptions.
  
• Depth of understanding of relevant laws, regulations, and policies governing procurement and ability to enforce those regulations.
  
• Knowledge and understanding of applicable accounting policies, procedures, and operations of computer system purchasing and accounting interfaces.
  
• Competency in overseeing staff who are managing multiple procurement projects and eliminating any barriers to the process.
  
• Ability to prepare Requests For Proposals, specifications, evaluations of bids, proposals, and of award protests, contracts and related documentation, purchase orders, and summations of legal precedents.
  
• Excellent verbal and written communication skills for effective interaction with stakeholders, suppliers, and team members.
  
• Ability to establish and maintain effective working relationships with internal and external stakeholders, fostering trust and cooperation.
  
• Ability to research and evaluate professional procurement practices, principles, methods and procedures, and to formulate corrective actions, adjustments, and improvements.
  
• Ability to make effective oral presentations to the City Commission and to outside organizations.
  
• Flexibility to adjust strategies and approaches in response to changing market conditions or organizational needs.
  
• Knowledge of the Florida Sunshine Law and Public Records Law as it pertains to public procurement.
  
• Ability to negotiate and represent the Director and the City on procurement actions and activities.
  

Responsibility

Under the direction of and responsible to the Department Head or designated representative. Supervisory position with specific supervisory responsibilities for a staff of professional, technical, administrative, and clerical employees as assigned by the Director. Plans, assigns, reviews, and evaluates their work.

Physical Requirements

This is office work that requires limited physical effort. Position requires visual acuity for reviewing, checking, and maintaining written and computer files. Incumbent is required to have sufficient hearing to accurately perceive information at normal spoken word levels. Manual dexterity to operate standard office, data entry, and word processing equipment is required.

Public Contact

Contacts are as outlined above with City officials and employees, vendors, trade and marketing associations, other governmental entities, and the public. Contacts are for the purpose of obtaining and providing information, responding to inquiries, and conducting negotiations.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

I f you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at Jake.Brown@sarasotafl.gov or via phone at 941-263-6299.

F or questions pertaining to general employment or job application status, please call 941-263-6476, or email HR@sarasotafl.gov

Salary:

Negotiable, based upon experience