PURCHASING SPECIALIST - 50451010

State of Florida; Largo (FL); On-site; USD 40,000 - 43,000; Full time

Benefits offered by this job

Retirement plan

Health insurance

Paid vacation & sick leave

Holidays & personal day

Tuition waiver

Job summary

Florida is seeking a Purchasing Specialist to serve in the FDVA’s Purchasing Bureau, managing contract formation, administration, and closeout with a high degree of independent judgment.

The role requires experience in procurement, bid solicitations, and contract management, plus FCCM certification and strong MS Office skills. Expect state-wide contracts and compliance with Florida laws.

Qualifications

• Two years or more of professional contracting/purchasing experience.
• Experience developing, reviewing, and issuing competitive bid solicitations.
• Proficient in Microsoft Word, Excel, and Outlook.
• Ability to communicate effectively in writing and verbally.

Responsibilities

• Participate with purchasing, stakeholders and vendors to secure excellent contract arrangements.
• Manage contract formation, administration, close out per policy and laws.
• Create and manage contract files; load in MyFloridaMarketPlace and FACTS.
• Provide reports and data to FDVA stakeholders; support audits and compliance.

Skills

Purchasing experience

Bid solicitations

MS Office

Verbal & written communication

Contract management

Education

Associate degree

Tools

MFMP eProcurement

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:886485

Working Title: PURCHASING SPECIALIST - 50451010

Agency Headquarters, Mary Grizzle State Office Building

Starting Annual Salary: $40,466.14 to $42,680.04

Excellent retirement package and optional deferred compensation plan. Health, vision, dental, disability, and other supplemental insurance available at reasonable premium rates. Paid vacation and sick leave. Nine (9) paid holidaysandpersonal day. Tuition waiver available for State Universities and Community Colleges (up to 6 credits per semester).

*Other vacant positions may be filled from this advertisement within six (6) months of the closing date.*

MINIMUM QUALIFICATIONS :

• At least two (2) years of professional contracting and/or purchasing experience.
• Must have experience developing, reviewing, and issuing competitive bid solicitations.
• Knowledge using Microsoft Office Suite, especially Word, Excel, and Outlook.
• Ability to communicate effectively both verbally and in writing.

Preference will be given to candidates with the following:

• An Associate’s degree from an accredited college or university.
• One (1) year of experience developing, reviewing and issuing competitive bid solicitations.
• Knowledge of State of Florida contracting and procurement statutes/regulations.
• Knowledge of MyFloridaMarketPlace (MFMP) eProcurement system or other procurement software.

POSITION DESCRIPTION:

The working title for this position is Purchasing Specialist.Under general supervision, serves as a Purchasing Specialist in FDVA’s Purchasing Bureau.

Responsible for managing significant contractual formation, contract administration, management and close out.

Requires a high degree of independent and creative judgment applied to high-level goals and objectives.

Contract activity per standard policy including defined, repetitive functions.

Typically handles the complex contracts, contract management, contract administration, contract close out and related documentation in accordance with established Purchasing policies and procedures and laws along with the State of Florida laws.

Requires a maximum amount of independent business judgment and a high degree of management attention.

Requires being a Florida Certified Contract Manager (FCCM).

Conduct contract and contract manager training.

Perform other duties as assigned.

Essential Functions, Job Responsibilities & Performance Standards:

1. Participates in a support role with purchasing, stakeholders and vendors resulting in excellent contract arrangements for FDVA and State of Florida:

• Support the FDVA team in the development, solicitation process, contract development and contract administration.
• Review and finalize requirements, specifications and descriptions outlined by the internal customer to ensure that all information pertaining to the contractors obligations, performance, products, and services are clear, adequate, and in compliance with current laws and regulations.
• Interface with General Counsel to secure determinations and contract review.
• Acts as a trainer for Contract Managers.

2. Provides contractual domain expertise in implementation, execution, administration and close out of contracts:

• Provide applicable reports and data to support FDVA Stakeholders as needed.
• Perform contract administration throughout the term of the contract.
• Performs vendor invoice reviews, audits and approvals.

3. Utilizes computer skills to create, manage, analyze, and document sizable datasets and /or research information:

• Demonstrates strong computer skills in the utilization of appropriate software (e.g. Word, Excel, Access, PowerPoint).
• Utilizes appropriate software to perform assigned responsibilities.
• Understands and applies date management and basic date manipulation.
• Develops, reviews and maintains Contract Files.

4. Administers and tracks assigned contracts during their term, audits contracts for compliance and provides excellent customer service:

• Administers and tracks contracts using standard contract general conditions, special conditions, and specifications appropriate to the goods and services contracted.
• Prepare formal bid solicitations (Invitation to Bid and Request for Proposal) along with legal advertisements and a variety of reports, correspondence, and forms required for the many contract and procurement administrative processes. Conduct Opening of formal solicitations, in making the appropriate award and provide necessary contract administration during the term of the contract. Review requirements, specifications and descriptions outlined by the customer to ensure all information pertaining to the contractor’s obligations, performance, products, and services are clear, adequate and in compliance with current laws and regulations.
• Ensures assigned contract are in compliance with state law, policies and procedures, and contract terms. Upon customer request, facilitate contract transactions.
• Reviews assigned contracts and recommends modifications.
• Monitors the contract on monthly bases to ensure invoices are in accordance with the contract terms and conditions or as needed.
• Monitors the life of contracts to anticipate expiration dates and determine applicable strategies.
• Monitors vendor market to identify appropriate opportunities resulting from new product offerings and/or market shifts.
• Perform all duties required for loading and managing contracts in MyFloridaMarketPlace.
• Perform all duties required for loading in FACTS.
• Develop and execute addendums, modifications, change orders, renewal notices, and termination notices.
• Support and participate in audit initiatives. Monitor contract quality assurance process.
• Develop, reviews contract and procurement files.
• Works closely with FDVA Contract Managers.
• Respond to auditor questions.

5. Mentors less-experienced contract professionals and purchasing professionals; may provide training and assistance in contract domain expertise:

• Participate in all functional duties and responsibilities of the Purchasing Bureau perform assistance and backup responsibilities where necessary.
• Formulate solutions for unusual problems and recommend new or revised policies to the Purchasing Officer.
• Perform other related duties as required.

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

• Significant ability to present to Purchasing Officer and agency management.
• Very good presentation, teambuilding and leadership skills.
• Knowledge of the 7-step procurement model resulting in the development of a contract.
• Knowledge of contract administration.
• Knowledge of contract management.
• Ability to analyze category of spend, market conditions and vendor base.
• Skilled at conducting financial/analytical analysis.
• Knowledgeable about Florida Statutes, Florida Administrative Code and contract law.
• Participates in complex procurements and negotiations.
• Ability to perform contract cost analysis and risk management of a complex contract.
• Ability to interface with senior management, customer/vendor executive management; public agency executives.

This position is in the Career Service system.

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.