PURCHASING ANALYST - 80067015

State of Florida; Tallahassee (FL); On-site; USD 39,000 - 45,000; Full time

Job summary

The Department of Juvenile Justice is seeking a Purchasing Analyst to support the Bureau of Procurement and Contract Administration (BPCA) in Tallahassee. The role requires independent work, strong organizational skills, and knowledge of state procurement rules.

Responsibilities include contract management, bid support, and vendor coordination. The incumbent will ensure compliance with FS, Florida Statutes and agency policies while maintaining audit-ready contract files.

Qualifications

• Knowledge of purchasing principles and practices.
• Ability to research and analyze bids, contracts, and prices.
• Experience with procurement processes and supplier management.

Responsibilities

• Process contracts and invoices in compliance with state law.
• Maintain contract expenditure and budget Ledger; reconcile with FLAIR/PALM.
• Issue bids, RFPs and ITN as needed above $35,000 in line with policy.
• Review requisitions for proper codes and pricing; ensure vendor quotes align.

Skills

Purchasing

Contract management

Vendor relations

Budgeting

Education

Bachelor's degree in a relevant field

Tools

MFMP

FACTS

PALM

Job description

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Requisition No:886287

Working Title: PURCHASING ANALYST - 80067015

The Department of Juvenile Justice Salutes our heroes.

We are honored to have the opportunity to support our nation's veterans and their families.

We value the service given to our country and support the hiring of service members and military spouses.

LOCATION, CONTACT AND SALARY INFORMATION

Location: This position is located in 2737 Centerview Drive, Tallahassee, Florida.

Starting Salary: $1,780.37 Bi-Weekly (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

DESCRIPTION:

This is a professional position performing responsible technical, consultative and administrative work. This position serves as a Purchasing Analyst, supporting the Bureau of Procurement and Contract Administration (BPCA) and reports directly to the Department’s Purchasing Manager. The incumbent in this position is expected to function with a great deal of independence and have quality organizational skills and work products.

DUTIES AND RESPONSIBILITIES:

Process contracts invoices according F.S. 215.422 prompt pay law. Work with vendors/contractors to ensure required documentation is submitted with invoices. Maintain contract expenditure and budget ledger. Conduct reconciliation of contract file expenditures/encumbrances to Florida Accounting Information Resource (FLAIR) which will be replaced by Florida Planning, Accounting, and Ledger Management System (PALM). Ensures all contracts are entered into the Florida Accountability Contract Tracking System (FACTS).

Assists in the establishment and maintenance of procurement of commodities and services responsive to the needs of the programs and facilities supported by the Department statewide. Issues Invitation to Bid, Requests for Proposals, Invitations to Negotiate as it relates to commodities and goods over $35,000.00. Provides information and support to Department of Juvenile Justice (DJJ) staff in the solicitation process. Attends pre-bid conferences and evaluates bid/proposals for responsiveness and responsibility of vendors making submissions. Prepares and maintains required documentation. Participate in bid protests and bidder’s conferences.

Use the My Florida Market Place (MFMP) e-Procurement system to:

Review and approve all PR's submitted through MFMP to ensure they are compliant with FS :287 and Rule 60A Ensure that all e-procurements are in accordance with Florida Statues, Department of Management Services Purchasing rules, Information Resource Technology requirements, and Department policies and procedures by reviewing and approving all purchase requisitions submitted through MFMP.

Ensure that all necessary exemptions/approvals (i.e., single source, emergency purchase, contracts, communication approval, Certified Minority Business Enterprise exceptions, etc.) are obtained as required.

Conduct on-going contract management functions to oversee commodity and contracted services contracts. Serve as a primary contact between the Department and the vendors/contractors. Review all contract monitoring reports to ensure service delivery according to contract terms and conditions. Communicate contract compliance issues to program areas in a timely manner. Develop and maintain a contract file for each contract for which the employee is designated as the contract manager. Ensure all contract related documents are accessible for audit and review purposes. Provide informal technical assistance to stakeholders as needed. Work with program areas, as needed, to review contracts draft documents such as scopes of services or contract itself.

Serves as the Agency's My Florida Market Place Administrator. MFMP Administrator duties include:

• Adding, updating, or deactivating agency users in MFMP
• Add MFMP agency users to email groups and maintain said groups
• Reset passwords in MFMP for agency users
• Agency liaison between Department of Juvenile Justice (DJJ) and MFMP

Review requisitions for correct commodity codes, method of procurement, dates, etc. Verify pricing for commodities/services against quotes, State Term Contract or Agency Term Contracts.

Manage contract compliance deficiencies. Coordinate and communicate with program areas staff to ensure deficiencies are followed up on and that technical assistance is being provided as needed. Track progress on corrective actions plans and impose consequences if so, directed by program areas. Ensure documentation of all deficiency related items is maintained appropriately.

Provides technical assistance, in-service training, consultation to applicable Department personnel with respect to the management, acquisition of commodities/services pursuant to promulgate standards, policies, rules, regulation, local ordinances, Florida Statutes and Florida Administrative Code.

Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge, skills and abilities, including utilization of equipment, required for the position:

Knowledge of the principles and practices of purchasing.

Ability to research and analyze specifications, conditions and regulations pertaining to bids, contracts and/or prices.

Ability to apply and implement rules, regulations, policies and procedures relating to the purchasing process.

Ability to put specifications, conditions and regulations pertaining to bids, contracts and/or prices in writing.

Ability to maintain purchasing records.

Ability to communicate effectively.

Ability to establish and maintain effective working relationships with others.

Skilled in the use of personal computers, including a working knowledge of word processing and spreadsheet software.

PREFERRED QUALIFICATIONS:

Current Florida Certified Contract Manager (FCCM) certificate

SPECIAL NOTES:

Incomplete Candidate Profiles will not be accepted. Please make sure that all parts of the profile are complete and accurate. ‘See Resume’ is not an acceptable response, and all periods of employment and non-employment should be included with correct end of employment dates.

Responses to qualifying questions must be clearly supported in your employment history.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.