Procurement Coordinator

PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide administrative support and coordination to the Procurement Division and City Departments in a variety of procurement related services and areas which include the City’s surplus processes, coordination of formal agreements, contract documents between departments and administration, public records request, ordering supplies and goods as required, mail, data entry, and maintaining the Procurement division’s website. Performs all related work as directed.

The following duties are normal for this position. The omission of specific statements of the duties 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.

• Assist in the preparation of procurement documents, including requests for proposals (RFPs), invitations to bids (ITBs), purchase orders, and contracts.
• Responsible for assisting/preparation of procurement contracts for submission to the City Council; distribution upon City Council approval, tracking through entry in the existing Tyler Munis Contract Management module, issuance of amendments, renewals, and electronic retention.
• Assist in tracking and managing procurement milestones, including vendor selection, contract award, and delivery timelines. Provide vendors with information and guidance on procurement policies, procedures, and requirements.
• Assist in managing the inventory of goods and supplies, ensuring proper documentation and tracking for accounting purposes.
• Support contract administration by monitoring contract terms and conditions to ensure that vendors fulfill their obligations.
• Review contracts for accuracy and completeness before final approval and execution.
• Assist in tracking contract renewal dates, amendments, and changes, ensuring all updates are documented and communicated appropriately.
• Compile procurement data for management review, identifying trends, savings opportunities, and areas for improvement.
• Understanding of procurement practices and procedures, including familiarity with state procurement laws and regulations. Ability to review and process procurement documents, ensuring compliance with departmental and state guidelines.
• High attention to detail, with the ability to review procurement documents and vendor contracts for accuracy and completeness.
• Ability to track and maintain procurement records and documentation in an organized manner.
• Ability to clearly communicate procurement policies, processes, and timelines to external stakeholders.
• Ability to clearly communicate procurement policies, processes, and timelines to external stakeholders.
• Ability to prioritize tasks effectively, ensuring the timely completion of procurement processes.
• Assists Procurement staff and/or City departments with administrative duties relevant to the procurement function, including Tyler Munis Purchasing training, which includes requisition entry, purchase order change orders, etc.
• Receives, sorts, processes, and distributes unit mail; prepares parcels and packages for mailing, and functions in a reception capacity for the assigned work unit by greeting and assisting all external and internal customers of the City Manager / Procurement Division. Schedules equipment repairs with vendors. Handles telephone inquiries and complaints, ascertaining the nature of the call, and resolving personally or directing to the appropriate entity or department. Acts as liaison between supervisors to schedule meetings with department staff, outside agencies, vendors, and gathers and relays information as needed.
• Performs a variety of essential record-keeping duties and maintains the department's record-keeping and filing system. Receives and reviews various records, forms, reports, and applications for the purpose of completing or verifying for accuracy.
• Develops unit-written/publication materials, and enters, adjusts, and/or purges unit data.
• Monitors and reviews City Council agendas for the purpose of identifying action on procurement-related issues.
• Assists City Staff with City’s Procurement Card Program, performs mandatory Card Holder Procurement and P- Card Training as requested, and supports other unit personnel in supporting efficient functioning of the work unit when assigned to a larger operating unit.
• Position represents the department through contact with the public and outside agencies and responds to a variety of requests, inquiries, and complaints in both oral and written form, requiring a high level of professionalism.
• Responsible for uploading and maintaining all procurement-related documents on the internet.

• Performs other related duties as required.

Data Utilization: Requires the ability to compile, assemble, copy, record, and/or transcribe data, evaluate, audit, deduce, and/or assess data and/or information using established criteria. Includes exercise of discretion or judgment in determining actual or probable consequences, and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Said performance is within well-established policies, procedures and standards.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate and monitor the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages.

Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change; and situations involving evaluation of information against measurable or verifiable criteria.

• Two (2) years’ experience in administrative support work, demonstrating organizational skills and ability to utilize various modern business computer applications, i.e., database, spreadsheets, word processors, publication software; keyboard/typing proficiency equivalent to 25 words per minute.

• Associate degree in Business Management, Accounting or related field; supplemented by minimum two (2) years experience and/or training in procurement functions, preferably for a governmental or similar institutional agency; or an equivalent combination of education, training, and experience.

• Must possess and maintain a valid Florida driver’s license, class “E” or higher.

PREFERRED QUALIFICATIONS

• Have the ability to obtain a Procurement Certification, preferably through a national recognized organization, i.e., Universal Public Procurement Certification Council (UPPCC), Florida Association of Public Procurement Officials (FAPPO); and National Institute of Governmental Purchasing (NIGP); designation Certified Professional Public Buyer or a recognized equivalent.

OTHER REQUIREMENTS
The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.

ADA COMPLIANCE

Physical Ability: Tasks involve 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 (5-10 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. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.