CITY OF PORT ORANGE Jobs Hiring Now

Position Objective

Essential Functions

• Assist the Utility department will all solicitation, requisitions, and change orders.
• Will be responsible for sourcing specialized utility equipment, materials, and services.
• The incumbent will be responsible for conducting commodity/services purchases, and working with the utility personnel, engineers, and suppliers to ensure that purchasing and contractual requirements are met to support the daily operations of the City utility department(s).
• When needed, may have to assist the Utility Warehouse with ordering and reorder stocked items, supplies and materials, assigning of city identification tags to items; and other duties as deemed necessary by the Utilities Department.
• Interact with Utilities department requisitioners to answer system and procedural questions regarding the entry of requisitions and change orders through the City’s financial system.
• Approve requisitions for purchases of commodities and non-professional services for City departments and related entities in accordance with all applicable laws, rules, and regulations.
• Review and approve quotes in the system on behalf of City departments and related entities in accordance with all applicable laws, rules, and regulations.
• Issues Purchase Orders based on inventory restocking needs or other Departments’ requests after requests are approved by the appropriate authorities.
• Prepares Invitation to Bids (ITBs) for vendors and submit advertising of bids to newspapers and/or vendors as appropriate.
• Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications. Responds to department user questions and ensure customers’ needs are met.
• Provide support to purchasing agents throughout the competitive solicitation process, including organizing documents, data entry into solicitation log and bidding system.
• Review bids or related documentation to verify accuracy and completeness.
• Prepare and scan bid documents into electronic data management system at the completion of the solicitation process.
• Provides day-to-day support for the vendor management profiles in the financial system.
• Maintains public records requests log and provides and/or facilitates the provision of documents to fulfil the request.
• Generate and file departmental related reports or documents relating to the department’s purchasing function.
• Provides day-to-day support to management in the scheduling of meetings, coordinating calendars, updating business process and system job aid documentation.
• Conducts proposal process includes advertisement, public openings, committee meetings, vendor presentations, pre-bid conferences, bid openings, bid protests and pre-construction meetings.
• Reviews award bid contracts in conjunction with the City legal staff to ensure adherence to Federal, State and City regulations and bid specifications.
• Utilizes solicitation methods and resources (Tyler, Euna OpenBids (formally DemandStar).
• Performs all duties and tasks associated with pre-award, award and post-award phases of the bid and proposal process.
• Assists in the disposition of surplus property and equipment, materials, services and supplies.
• Maintains and updates computer database information, including bid tracking, contracts, bonds, sole source, vendor files and other relevant information.
• Performs related work as required by the Procurement Manager.
• Maintain relevant certifications and stay updated on industry trends.
• Maintains public records requests and provides and/or facilitates the provision of documents to fulfil the request.
• All other duties as required.

Qualifications

• Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) preferred but not required.
• Valid FLA driver’s license required.

Skills, Knowledge, and Abilities

• Incumbent should have knowledge and expertise in procuring services for the Utilities Department and ensuring all procurement activities adhere to federal, state, and local policy and procedures.
• Working knowledge of warehouse inventory procedures as they pertain to procurement.
• Fundamental knowledge of a variety of administrative procedures including recordkeeping, data entry, and scheduling and facilitating meetings.
• Basic knowledge of generally accepted purchasing principles, rules, established procedures, departmental guidelines, and regulatory requirements applicable to procurement functions.
• Advanced knowledge of using personal computers, printers, and document management equipment.
• Ability to maintain detailed records and perform a variety of related administrative and clerical tasks.
• Skill in the use of computers and the programs and applications necessary for successful job performance. Basic knowledge of rules, regulations, and policies involved in the procurement functions.
• Ability to express oneself clearly and concisely both orally and in writing.
• Ability to establish and maintain effective working relationships with supervisors, other departmental employees, vendors, and the public.