Procurement & Contracting Administrator

City of Ocala, FL; Ocala (FL); On-site; USD 60,000 - 75,000; Full time

Job summary

The City of Ocala, FL is seeking a Procurement Analyst to assist in administering procurement and contracting functions, including contract and change order processing, P-Card program administration, and reporting.

Responsibilities include supporting the Procurement and Contracting Officer, preparing reports, and ensuring policy compliance across departments. Strong analytical and communication skills are essential.

Qualifications

• Experience with procurement and contracting procedures.
• Ability to analyze processes for efficiency and compliance.
• Strong data reporting and documentation skills.

Responsibilities

• Assist Procurement and Contracting Officer with contract and change order processing.
• Support P-Card program administration and reporting.
• Prepare and review reports related to procurement activities and budget.
• Track contracts and renewals under $50,000 for City Council agenda.
• Provide customer service and guidance on procurement policies to staff and vendors.

Skills

Procurement policies

Contract management

Budget management

Data reporting

Education

High School Diploma or GED

AA Degree in business administration or accounting

Tools

Munis ERP

Job description

This is a varied and highly responsible position assisting in the administration of comprehensive and substantial procurement and contracting functions and departmental operations including analyzing procedures to identify the most efficient methods of accomplishing work and to ensure operational compliance with rules, standards, and policies by performing the duties set forth herein.

ERP System Contracts and Change Order Management:Assists Procurement and Contracting Officer in duties related to ongoing monitoring and management of new contract and change order requests. Serves as primary contact for inquiries related to contract and change order approvals and rejections. Provides a high level of customer service and guidance regarding policies and procedures related to the establishment and modification of contracts. Builds, runs, and manipulates reports as requested.

Procurement Card Program Administration:Assists Procurement and Contracting Officer in all duties related to P-Card Program management. Serves as a member of the City’s P-Card Administration Team and the primary contact for all P-Card related inquiries. Provides a high level of customer service and guidance to City staff regarding policies and procedures relating to the City’s P-Card Program. Reviews P-Card applications for compliance and orders new and replacement cards. Is responsible for daily downloads of raw p-card data from the City’s financial institution and preparing the files for import into the Munis financial system. Builds, runs, and manipulates reports as requested.

Special Projects and Reports: Completes administrative studies and analyses. Conducts research, analyzes data, develops recommendations, observations, or summaries, and submits written and oral reports to Director on a variety of special assignments. Maintains the confidentiality of highly sensitive information.

City Council Agenda Tasks:Tracks all contracts and renewals under $50,000 in expenditure. Adds such contracts to the City Council agenda as a report for every Council meeting. Prints and reviews the complete agenda with Contracting Officer immediately after publishing.

Compliance Support:Provides a high level of customer service and guidance to the public, City staff, management, vendors, and the general public regarding Procurement and Contracting policies and procedures. Uses independent judgment to address issues and develop solutions. Handles complaints and concerns in a professional manner.

Staff Training and Supervision: Trains and supervises staff and interns. Directs and coordinates work activities of staff and interns. Ensures follow through on assignments. Identifies and analyzes problems and works in conjunction with others to develop effective solutions and responses. Ensures department SOPs are properly prepared and maintained. Coordinates training programs and assists the Procurement and Contracting Officer in annual training of City staff on Procurement policies and procedures.

Budget Administration: Assists Director with Budget management and preparation including budget planning, forecasting, control, and expenditure management. Reviews expenditure requests for relevance to budget.

Contract Management: Manages departmental contracts. Helps maintain accurate financial records, reports, and files.

Nonessential Job Functions

1. Assists Division Heads as needed.
2. Provides clerical & secretarial support as needed

Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• High School Diploma or GED
• Graduation from an accredited college with an A.A. Degree in business administration, accounting, or related field
• Two (2) years of responsible accounting, auditing, or administrative experience.
• Must possess advanced computer skills.
• An equivalent combination of training and experience may be considered.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Driver's License with an acceptable driving record.

SUPERVISORY RESPONSIBILITIES

This position will directly supervise 0 employees. This position may indirectly supervise 2 employees. If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

ANALYTICAL ABILITY / PROBLEM SOLVING

MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.

DECISION MAKING

Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;

COMMUNICATION SKILLS

Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to prepare and interpret bar graphs.

CRITICAL THINKING SKILLS

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

SUPERVISION RECEIVED

Under general direction, WORKING FROM POLICIES AND GENERAL DIRECTIVES. RARELY REFERS SPECIFIC CASES TO supervisor unless clarification or interpretation of the organization’s policy is required.

MENTAL DEMAND

CLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization’s operations.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER

Regular use of highly complex machines and equipment; specialized or advanced software programs.

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.

PUBLIC CONTACT

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tack and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT

Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.

SOFTWARE SKILLS REQUIRED

• 10-Key Basic
• Accounting Basic
• Alphanumeric Data Entry Basic
• Contact Management Basic
• Database Intermediate
• Enterprise Resource Planning Intermediate
• Human Resources Systems Intermediate
• Payroll Systems Intermediate
• Presentation/PowerPoint Basic
• Programming Languages None
• Spreadsheet Basic
• Word Processing/Typing Basic

OTHER SKILLS

Must possess knowledge of the principles and practices of personnel, payroll and accounting. Must have strong organizational and record keeping skills. Must possess advanced computer skills to complete high volume of detailed work in a timely manner and to meet multiple working deadlines. Must have the ability to complete a diverse range of tasks. Ability to communicate clearly and concisely, both orally and in writing to effectively communicate information to the public, employees and all levels of management. Ability to research, compile data and prepare information accurately regarding comprehensive, confidential and technical reports. Ability to analyze data and prepare written recommendations. Ability to work independently and with a minimum of supervision. Ability to handle confidential information. Ability to remain calm in stressful situations.

PHYSICAL ACTIVITIES

• Stand Occasionally
• Walk Occasionally
• Sit Regularly
• Use hands to handle or feel Occasionally
• Reach with hands and arms Occasionally
• Climb or balance Occasionally
• Stoop, kneel, crouch or crawlOccasionally
• Talk or hear Regularly
• Taste or smell Never

WEIGHT LIFT REQUIREMENTS

The employee must occasionally lift and/or move: Up to 25 pounds

VISION REQUIREMENT

Specific vision abilities required by this job may include: Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).

ENVIRONMENTAL CONDITIONS

• Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never
• Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never
• Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.)Never
• Toxic or caustic chemicals (including potential for chemical spills, etc.) Never
• Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather)Occasionally
• Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.)Never
• Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never
• Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F)Never
• Risk of electrical shock (live electrical wires, equipment that retains power after shutoff)Never
• Work with explosives (TNT, dynamite, nitroglycerine or other related explosives)Never
• Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.)Never
• Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.)Never
• The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).