Procurement Administrator - Utilities

Under the general direction of the Division Director of Procurement, the Procurement Administrator - Utilities plans, organizes, and supervises the day-to-day procurement operations of the Utilities Department and Utilities Procurement/Finance team. This position provides strategic oversight of competitive solicitation processes, contract administration support to project managers, and staff development for assigned procurement personnel. The Procurement Administrator - Utilities serves as a subject matter expert in public procurement best practices and ensures compliance with applicable laws, policies, and procedures consistent with NIGP standards and the organization's procurement goals. The position is also responsible for reviewing and streamlining operations within Utilities and Procurement. The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervision & Leadership
Supervises, mentors, and evaluates the performance of assigned procurement staff. Oversees procurement functions from utilities finance staff.Assigns, prioritizes, and reviews work of subordinate staff to ensure compliance with applicable laws, regulations, and organizational policies.Identifies training needs and supports professional development, including pursuit of NIGP-recognized certifications (CPPB, CPPO, NIGP-CPP).

Procurement Operations & Strategy
Oversees and participates in complex, high-value, and strategic competitive solicitations, including Invitations for Bids (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), creation of contracts, and procurement exemption justifications.
Has a good understanding of different procurement methodologies including traditional design-bid-build, progressive design build, construction management at risk and is able to provide professional judgement as to what methodologies are best suited for specific projects.
Develops, reviews, and recommends improvements to procurement policies, procedures, and standard operating guidelines in alignment with NIGP best practices.
Coordinates procurement activities with the Utilities Department, end users, and stakeholders to ensure timely and cost-effective
acquisition of goods and services.
Supports the development and implementation of strategic sourcing initiatives, cooperative purchasing strategies, and spend analysis efforts for both goods and services. Reviews and approves solicitation documents, requisitions and purchase orders, and contract awards. Develops and creates agenda items based on procurement items that are solicited.

Compliance & Ethics
Ensures all procurement activities comply with federal, state, and local laws, regulations, and the City’s procurement policy.Promotes ethical standards and maintains the integrity of the procurement process in accordance with NIGP's Code of Ethics.Assists with internal audits, procurement reviews, and responses to public records requests related to procurement activities.

Vendor & Stakeholder Relations
Cultivates and maintains professional relationships with vendors, suppliers, and contractors to promote competition and best value outcomes.Proactively addresses and resolves vendor challenges, enabling continuous Utilities Department operationsResponds to vendor inquiries, protests, and disputes in a fair, timely, and well-documented manner.

Technology & Reporting
Utilizes and champions the organization's e-procurement and financial management systems. Prepares performance metrics, procurement reports, and presentations for the Utilities Department. Participates in system evaluation, implementation, and training for procurement technology improvements.

ADDITIONAL FUNCTIONS
Occasional evening or weekend work may be required to attend board/council meetings or respond to urgent procurement needs. Attendance at professional development events, conferences, and NIGP chapter meetings. Performs other duties as assigned.MINIMUM QUALIFICATIONS

• Bachelor’s Degree from an accredited college or university in public administration, business administration, supply chain management, or closely-related field; and
• Five (5) years of progressively responsible public procurement experience to include experience managing competitive solicitations (ITB, RFP, RFQ) and contract administration; and
• Two (2) years of supervisory or lead experience in a procurement setting; and
• Possess (or obtain within three (3) years of hire) a Certified Professional Public Buyer (CPPB) certification; and
• Possess (or obtain within five (5) years of hire) a Certified Public Procurement Officer (CPPO) or NIGP Certified Procurement Professional (NIGP-CPP) certification.
• Possess (or obtain within fourteen (14) days of hire) and maintain a valid Florida driver’s license.

COMMUNICATION COMPETENCIES
The ability to clearly communicate Division/Department and City Goals, Policies, Strategic Plans and other key information to employees
and peers using multiple communication platforms including e-mail and social media.
Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Accurately and expeditiously responds to inquiries for information from various individuals.
Ability to prepare accurate and thorough written records and reports.
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction.
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
Ability to establish and maintain harmonious relationships with Supervisor, City officials, other employees, other departments, other governmental and regulatory agencies, and the general public, as needed.

KNOWLEDGE, SKILLS, and ABILITIES
Knowledge of principles, practices, and methods of public sector procurement and contract administration.
Knowledge of federal, state, and local laws and regulations governing public purchasing.
Knowledge of grant requirements, funding regulations, and compliance obligations governing grant-funded solicitations.
Knowledge of NIGP standards, the Uniform Commercial Code (UCC), and applicable procurement ethics requirements.
Knowledge of supervisory principles, including performance management, coaching, and progressive discipline.
Knowledge of cost/price analysis, negotiation techniques, and strategic sourcing methodologies.
Knowledge of e-procurement platforms and financial/ERP systems (Naviline and Workday).
Skill in written and verbal communication, including drafting solicitations, reports, policies, and presentations.
Skill in analytical thinking, problem-solving, and data-driven decision-making.
Skill in time management, multi-tasking, and managing competing priorities in a deadline-driven environment.
Skill in building collaborative relationships with internal departments and external vendors.
Ability to supervise, motivate, and develop a team of procurement professionals.
Ability to exercise sound, independent judgment in complex procurement situations.
Ability to interpret and apply applicable laws, regulations, and organizational policies.
Ability to maintain complete integrity and a high standard of professional ethics.
Ability to communicate effectively with elected officials, executives, department heads, and the public.

PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS

Physical Ability:
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements:
Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors:
Essential functions are regularly performed in usual office conditions with rare exposure to adverse environmental conditions.

The City of Boynton Beach, Florida, is anEqual Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.

VETERANS' PREFERENCE: Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.