Requires experience with proposal development; contract administration; and advanced Microsoft Office suite functions.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Utilizes City’s procurement software to prepare and administer solicitation packages from inception to contract award.
Writes and/or assists divisions with developing technical specifications and scopes for desired products and/or services; and meets with users and division personnel to verify that specifications/scopes are consistent with end-user demands.
Organizes and conducts pre-proposal and pre-bid conferences; and serves as point-of-contact with prospective vendors submitting proposals and bids.
Conducts formal solicitation openings; evaluates submission results and creates corresponding forms for intended action; prepares award documents to notify vendors of successful proposals.
Organizes selection committees; presides over selection committee meetings to ensure proper evaluation and vendor selection by City Manager and/or Commission.
Works closely with Legal Department to develop draft contract documents and amendments.
Reviews documentation submitted for purchase orders and communicates with departments proper account coding, adequate descriptions, and other required documents needed for approval.
Maintains current knowledge of trends and developments regarding governmental procurement procedures, regulatory changes, and new technology.
Assists in the administration of the purchasing card program, including training new card holders on proper procedures and reviewing monthly statements.
Interprets and carries out all procurement function in accordance with city codes, policies, and procedures.
Utilizes City’s procurement software to modify templates as needed and tracks active contracts throughout all City departments.
Distributes pictures of unwanted items to internal departments to acquire before surplus disposal.
Preserves and maintains confidential information.
Serves as Acting Purchasing Agent when necessary.
MARGINAL FUNCTIONS
Performs other related duties as required.
PERFORMANCE APTITUDES
Communication Aptitude: Requires the ability to effectively communicate both verbally and written utilizing proper grammar for the creation of effective documents; also requires the ability to interpret, understand, and apply requirements from city code manuals and applicable laws and regulations.
Data Utilization: Requires the ability to calculate compute, summate and/or tabulate, data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to effectively inform and guide others by applying principles of professional counseling in addressing specific situations.
Equipment Machinery Tools and Materials Utilization: Requires the ability to operate maneuver and/or control the actions of spreadsheet and word processing applications, office equipment, machinery, tools and/or materials used in performing essential functions.
Mathematical Aptitude: Requires the ability to calculate decimals and percentages; ability to perform mathematical operations with fractions; ability to compute discount, interest, profit and loss, ratio and proportion.
Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise the judgment decisiveness and creativity in situations involving a variety of generally pre-defined duties that are often characterized by frequent change.
ADA COMPLIANCE
Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks may risk exposure to repetitive motion syndrome.
PERFORMANCE INDICATORS
The work performance of non-supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:
Knowledge of Job: Has considerable knowledge of the methods procedures and policies of governmental purchasing function as it pertains to the performance of the essential duties of Buyer/ Procurement Analyst. Has considerable knowledge of principles and practices of specialized work in the field of procurement. Has considerable knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position including but not limited to Florida Statutes F.S. 287 and F.S. 119 Florida’s Government-in-the-Sunshine Law Florida Consultant’s Competitive Negotiation Act (CCNA). Has considerable knowledge of the organization of the department and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has considerable knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel as well as any external entities with which position interacts.
Quality of Work: Maintains high standards of accuracy in performing duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains quality communication and interaction with intra- and interdepartmental personnel and any external entities with which position interacts.
Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in a manner to produce a quantity of work which consistently meets established standards and expectations.
Dependability: Assumes responsibility for completion of assigned functions. Completes assigned work within established deadlines in accordance with directives policies standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides sufficient notice to upper management with respect to vacation time and leave requests.
Initiative and Enthusiasm: Exhibits an enthusiastic self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates appropriate and acceptable action for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identification of alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advisement where appropriate and research issues situations and alternatives prior to exercising judgment.
Cooperation: Accepts supervisory and managerial instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e. poor communications, variance with established policies, and procedures etc.). Offers suggestions and recommendations to encourage and improve cooperation both intra- and interdepartmentally.
Relationships with Others: Shares knowledge with managers supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships both intra- and interdepartmentally and with external entities with whom position interacts. Tactfully and effectively handles requests suggestions and complaints to establish and maintain good will. Emphasizes the importance of maintaining a positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion for work elements and establishes a personal schedule accordingly. Attends required meetings planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Has ability to prioritize schedule and undertake concurrent work assignments.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards to include regulatory entities. Ensures such standards are not violated.
The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
