Physical Location(s):
Florida Keys Mosquito Control District Facility – Big Coppitt
Hours: 07:00am - 4:00pm
Basic Scope/Purpose:
The Purchasing Agent/Financial Analyst is responsible for coordinating the District’s centralized purchasing activities and supporting financial analysis, budgeting, reporting, and internal controls. The position ensures that purchases are completed efficiently and in accordance with applicable laws, District policies, established purchasing procedures, and approved budgets.
Reporting Responsibilities:
The Purchasing Agent/Financial Analyst reports to the Director of Finance.
Working Conditions:
Work is primarily performed in an office environment and generally involves sedentary duties. The position may occasionally require work in warehouses, shop, or outdoor environments and the lifting, carrying, pushing, or pulling of materials weighing up to 50 pounds, with or without assistance.
Essential Functions:
1. Coordinates and processes purchase requisitions, purchase orders, quotes, contracts, and supporting documentation for the procurement of equipment, materials, and services.
2. Researches products, services, vendors, pricing, cooperative purchasing agreements, and state contracts to identify compliant and cost-effective purchasing options.
3. Coordinates formal and informal solicitations, including invitations to bid, requests for proposals, requests for qualifications, public notices, bid openings, vendor communications, and solicitation records.
4. Assists departments with the development and review of specifications, scopes of work, evaluation criteria, and other solicitation documents.
5. Participates in the District’s Bid committee by reviewing vendor submissions for responsiveness, compiling evaluation materials, documenting the procurement process, and preparing award recommendations for review and approval.
6. Maintains current bid records and works with Executive/Human Resource Assistant for records retention purposes.
7. Develops and maintains vendor records, bidder lists, purchasing references, tax documentation, insurance information, and other required vendor compliance records.
8. Coordinates the sale/disposal of fixed assets following Florida Statutes & the FKMCD Policy.
9. Coordinates with departments and Accounts Payable to resolve discrepancies involving purchase orders, invoices, deliveries, damaged goods, returns, credits, backorders, and items not received.
10. Reviews purchasing procedures and recommends updates to the Director of Finance to improve compliance, efficiency, internal controls, and consistency throughout the District.
11. Monitors departmental expenditures and purchase commitments against approved budgets and identifies potential budget variances.
12. Assists with annual budget development, budget amendments, year-end closing activities, and financial projections.
13. Maintains procurement and financial data in the District’s financial management system and verifies the accuracy and completeness of records.
14. Assists as backup for Fiscal Assistant in performing inventory control tasks.
15. Assists with budget preparation.
16. Maintains credit-card account records, including cardholder information, limits, approvals, and supporting documentation.
17. Prepares the monthly cash-disbursement report for review and presentation, as assigned.
18. Provides backup telephone coverage and enters public service requests when needed.
19. Creates & maintains expense spreadsheets for all departments to track expenses by budget year and category.
20. Provides backup support for payroll processing, data entry, record review, and reconciliation as assigned by the Director of Finance.
21. Assists with audit schedules as needed.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Required Qualifications:
1. Associate degree from an accredited college or university in accounting, finance, business administration, public administration, procurement, or a closely related field, and at least three years of progressively responsible experience in purchasing, accounting, budgeting, or financial administration.
2. Additional relevant experience may substitute for the required education on a year-for-year basis.
3. Proficiency with Microsoft Office Suite applications and operating general office equipment.
4. Excellent verbal and written communication skills.
5. Ability to exhibit professional behavior at all times, in person, over the phone and through electronic communication towards vendors, general public and staff.
6. Excellent organizational skills, detail-oriented with a proven record of accuracy, self-motived, team-oriented, flexible, anticipatory, and interested in problem-solving.
7. Ability to work independently and prioritize workload, taking initiative and ownership of responsibilities and time-management.
8. Experience and ability to maintain strict confidentiality with sensitive information using good judgement and discretion.
9. Ability to establish and maintain effective working relationships with others at all levels within the District.
10. Ability to understand and apply applicable rules, regulations, policies, and procedures relating to an accounting program.
11. Hold valid Florida driver’s license or obtain within 10 days of employment.
Preferred Qualifications:
1. Bachelor’s degree in accounting, finance, business administration, public administration, procurement, or a related field.
2. Experience with governmental purchasing, competitive solicitations, public records, fixed assets, budget monitoring, and financial reporting.
3. Experience using enterprise financial, purchasing, payroll, or accounting software.
4. Professional certification such as Certified Public Procurement Officer, Certified Professional Public Buyer, or another related procurement certification.
This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. Duties may be modified or assigned based on the operational needs of the District.
Pay: $31.25 - $38.47 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Do you currently live in the Florida Keys? Yes or No.
Language:
Ability to Commute:
- Key West, FL 33040 (Required)
Work Location: In person
