Procurement Specialist

JOB DESCRIPTION

Job Title: Procurement Specialist
Reports to: Procurement & Grants Manager
Supervises: No
FLSA Status: None Exempt, Full-time
Salary Range: Starting around $17.00 per hour

Position Summary:

Provides routine administrative support responsibilities and duties associated with the Purchasing function.  Duties include researching and compiling vendor products and pricing data, generating reports and other documents using a full range of computer software.  Responsible for supporting competitive procurement of goods and services for the Coalition. These include administrative organization; customer service, maintenance of all vendor documentation, and tracking competitive business proposals from outside vendors. Must maintain all coalition, provider, family, and vendor information/data confidentially.

Essential Job Functions:
I. Procurement Services

• Handles all procurement and purchasing transactions after approval has been documented by the requester’s supervisor and the coalition’s CEO.  
• Organizes all procurement documents for distribution to appropriate entities.
• Places legal advertisement composes letters to responsive vendors with specifications of purchase.  Responsible for analyzing proposals to determine ultimate vendor.
• Follows through on delivery and installation of goods to ensure they are within specifications.  
• Works closely with staff to coordinate the logistics of order deliveries and services.
• Works with the ELCOC financial department to facilitate the payments and negotiate best price with vendors.
• Tracks the status of purchase requests on the coalition’s tracking log accessible to coalition staff on a share drive.

II. Contracts, Services and Compliance

• Works closely with the Finance Department to resolve status of open purchase requests and to resolve discrepancies in orders placed versus orders received/invoiced.
• Assists management in compiling and drafting correspondence, forms, spreadsheets, schedules, related operations manuals, reports and other professional office documents associated with the Procurement function. 
• Assists Manager in monitoring and maintaining contract compliance for assigned contractors.
• Maintains contracting, purchasing and procurement document procedures in compliance with state statutes and Coalition requirements.
• Assists Manager in reviewing expiring contracts and renewal agreements at the end of fiscal year.
• Conducts monitoring of contractor services and prepares reports for approval.
• Reviews agreements for term consistency and grammatical corrections.
• Assists with Quarterly Sub-recipient Compliance Monitoring.

II. Vendor Relations

• Requests payment and contact information necessary to legitimately execute purchases and remit payment. Information is verified with that of the Department of State and the Electronic Parties List System.
• Maintains a current database of contractors and vendors with hard and electronic files.
• Coordinates vendor awareness, participation, and sponsorship at coalition-hosted conferences.
• Maintains contacts with established vendors to obtain product or service information, such as price, availability and delivery information.
• Solicits and identifies qualified suppliers to obtain product and service information.
• Maintains good working relationships with current and prospective vendors with a high level of integrity.

III.  Administrative Support

• Provide assistance to the reception area as needed.
• Provides administrative support and assistance to management.
• Assists management in compiling and drafting correspondence, forms, spreadsheets, schedules, related operations manuals, reports and other professional office documents associated with the Procurement function.
• Maintain Procurement Website page up-to-date to ensure requirement is met.
• Maintains an updated office supply inventory to ensure availability.
• Executes service orders for office copier-printers and works with technical and support staff to maintain machine efficiency.
• Other duties as assigned.

Qualifications:

• Ability to make mathematical calculations and balance a budget.
• Ability to organize, coordinate projects, set priorities, meet deadlines and follow-up on own and subordinates assignments with little or no supervision.
• Manage time effectively.
• Ability to work in collaboration and foster teamwork amongst cross-functional teams.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of English business language with ability to communicate clearly and concisely, both orally and in writing.
• Ability to effectively communicate sensitive information and exercise sound judgment.
• Knowledge of basic customer service techniques.
• Ability to work and communicate with people from various multi-cultural backgrounds and socio-economic levels.
• Ability to establish and maintain effective working relationship with a variety of constituents.
• Ability to solve problem and deal with a variety of variables.
• Demonstrate knowledge of purchasing and procurement practices of Florida state standards and requirements.
• Proficient in the operation and use of a personal computers and computer software applications (Microsoft Office Suite). Ability to navigate the Internet.
• Knowledge of accounting software, preferably Abila Fund Accounting.
• Must possess a valid Florida Driver’s License with ability to travel off-site locations.
• Ability to work flexible hours/schedule i.e., occasional Saturdays or evening hours.
• Ability to follow policies, procedures, standards and rules.
•  Ability to organize and maintain records effectively following management standards and with attention to detail.
• Professional appearance and presentation.
• Ability to work and communicate with people from various multi-cultural backgrounds and socio-economic levels.
• The employee is frequently required to stand; walk, stoop and kneel. The employee is required to be able to lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision.

Education and Experience

• Bachelor’s Degree in Business or Public Administration required with a minimum of two (2) years of experience related to the duties of the position; or
• Associate degree with a minimum of five (5) years of purchasing experience that involved the preparation of purchase orders for supervisory approval and knowledge of the rules, regulations, and terminology in the area of procurement may be considered.
• Strong working knowledge of federal and state government rules and regulations preferred.
• Bilingual – knowledge and ability to communicate in English and in Spanish both verbally and in writing preferred.