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For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl .
Starting Salary For Position Is $58,642.04 - $89,135.36 Annually
Dependent On Qualifications
JOB SUMMARY:
Under the general direction of the Assistant Director or Designee, performs technical and administrative support work in the implementation of the department’s multiple and varied types of procurement projects, including performing advanced administrative work relating to the purchasing function. The position is responsible for preparing, tracking, and submitting procurement memorandum and, resolution packages, for new and active contracts. The coordinator is the administrative liaison with procurement agents for contract renewal, methods of acquisition, and preparing related documentation. The position also monitors, and tracks, the electronic sourcing system (Open Gov) for all department contract support document updates and renewals and processes a large volume of purchasing-related work.
The incumbent's responsibilities include a variety of administrative activities associated with the operational needs which may include water, wastewater, stormwater, instrumentation, and control, and the functionality of underground utilities and engineering and construction services. Work requires the exercise of judgment in planning and carrying out assignments with management-level assistance in handling complex work situations. Work is normally reviewed through evaluation and discussions for accuracy and compliance with desired results. Performs related work as directed and as related to the operational needs of the department's administrative needs.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
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Types correspondence, emails, invoices, statements, reports, and other materials; composes and types letters, memoranda, minutes, notices, and other correspondence.
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Prepares a variety of periodic and special reports relevant to the department’s operations and functionality.
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Prepares, accumulates, and uploads applicable Agenda items and supporting documentation, including resolutions, forms, purchase orders, contracts, checklists, etc.
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Works directly with Procurement staff in the production of purchasing documents using Microsoft Office programs and assists in preparing City Manager memorandum and resolution packages.
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Operates the computer-based contract control system to monitor the department’s new and existing contracts, while monitoring expiration dates, Certificate of Insurance, and ensuring the contracts supporting documents remain valid for performance.
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Tracks and report procurement related performance measures and deliverables related to DPU.
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Assist with responses to public information and service requests, including the accumulation of information and documents to respond to requests timely.
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Maintains the document control logs for both incoming and outgoing documents; assist with information relating to DPU Hollywood’s connect tracking.
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Requisitions supplies, assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards.
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Operates a computer, photocopier, printer, calculator, facsimile machine, and recording equipment.
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Maintains manual or automated filing systems; prepares and organizes documents and related records, including procurement templates, forms, and checklists.
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Maintains appointment calendar for self and Assistant Directors, and other executive level as requested.
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Responds to telephone or in-person inquiries; greet the public; provide information on departmental services and functions; direct callers.
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Collects, and compiles data for operation administrative and annual reports, agendas, and agreements; performs varied arithmetical computations.
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Schedules and coordinates events with Office of Procurement for DPU to include procurement events, meetings, trainings presentations, conferences.
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Effectively and positively represents 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.
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Work in conjunction with Procurement on DPU’s disposal of surplus property, transfers, etc.
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Establish and maintain effective and professional relationships with work colleagues, supervisors, and managers.
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Performing other duties as required.
EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required:
High School Diploma or GED equivalent plus three (3) years of progressively responsible administrative experience in procurement, including the use of computers and standard software applications such as Word and Excel.
Preferred:
Associate Degree in a related field plus five (5) years of progressively responsible administrative experience in procurement.
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.
CERTIFICATES, LICENSES, REGISTRATIONS:
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Valid Driver’s License: With proof of automobile insurance
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Background Check: Must have an acceptable background record
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Driving Abstract: Must have an acceptable driving record
KNOWLEDGE, SKILLS, ABILITIES:
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Knowledge of purchasing principles, policies, and procedures.
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Knowledge of business English, spelling, grammar and arithmetic.
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Skill in fundamental computer operations, which includes basic knowledge of word processing through Word, spreadsheet operations through Excel and purchasing applications, and general financial software
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Ability to adapt to software updates as intended for application integrations with procurement acquisitions and cross-references, i.e. City Works Etc.
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Considerable knowledge of municipal and departmental rules, regulations, and functions.
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Skill in communicating effectively, both orally and in writing.
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Ability to assimilate, analyze, and summarize data relative to the procurement function.
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Ability to work independently and exercise good judgment and with little direct supervision
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Ability to understand and follow complex oral and written instructions
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Ability to express ideas clearly and concisely, graphically, orally and in writing.
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Knowledge of software packages such as Microsoft Office, Adobe Suites, GIS, and the techniques of preparing maps and charts.
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Ability to establish and maintain effective and professional working relationships with colleagues, supervisors, managers, administrators, and the public.
PHYSICAL DEMANDS:
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.
Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.
Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.
You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.
Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.
Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.
Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.
Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.
All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.
EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:
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The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
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The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
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The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.
As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.
REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.
All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).
The City of Hollywood is an Equal Opportunity / Equal Access Employer.