Buyer II - Solicitation Specialist

"Position Overview

General Functions:

This is a responsible position requiring independent actions & decisions as well as performing complex and routine clerical and technical work in purchasing goods, services and contracts for such as materials, equipment, tools, parts, supplies, and services.

Reports To:

Procurement Director

Procurement Manager

Supervisory Responsibilities:

May exercise supervision over clerical, temporary, or other staff, as assigned.

Key Duties & Responsibilities

Essential Duties and Responsibilities:

• Adhere to Purchasing Policies, Ethics, Federal, State, and City laws and/or ordinances.

• Subscribe to and be bound by the Universal Public Procurement Certification Council (UPPCC), the Institute for Public Procurement (NIGP), Miami Dade County, and City of Homestead Code of Ethics.

• Reviews requisitions; confers with vendors and staff to obtain product or service information such as price, availability, and delivery schedule.

• Selects products for purchase by testing, observing, or examining items; estimates values according to knowledge of market price.

• Assist the department in obtaining or developing bid specifications, market research, and price analysis.

• Determines method of procurement such as direct purchase, quotation, or public solicitation (ITB/RFP/RFQ).

• Perform duties for public solicitations to include preparation of solicitation documents, advertisements, meetings, advertisement approvals, Cone of Silence documents, legal approvals, minutes, postings, administrative checks, recommendations for awards.

• Assists in review of bid proposals and negotiations of contracts within budgetary limitations and scope of authority.

• Responsible for contract administration. Review, scan, and upload contracts for public record. Assist Project Manager(s) and/or department(s) with Contract Summary Forms, contract extensions, and re-newels. Assist City Clerk in location contracts for public records requests.

• Perform duties to hold public meetings, such as Pre-Bid Meetings, Bid Openings, Evaluation Committee Meetings, and Vendor Debriefings/Hearings.

• Perform administrative review of proposer(s). Oversee vendor registration to include interview vendors in person or by telephone to obtain information relative to product, references, price, ability of vendor to produce product, perform service, and delivery date. Perform check which includes search in the System for Award Management (SAM), State of Florida and City of Homestead list(s). Licenses, bonds, insurance.

• Perform Procurement Division’s review of the Council Agenda Report (CAR) item, for the department(s) to present to Council for approval.

• Prepares purchase orders or quotation requests.

• Purchases supplies, machinery, equipment tools, raw materials, parts, services, and supplies necessary for the operation of the various departments; charges purchases to appropriate department.

• Keep and maintains procurement records for the purchase order file, records on purchases for items or services to include costs, delivery, product quality or performance, and inventories.

• Facilitates Project Kick-Off meetings to coordinate implementation of capital projects.

• Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine the source of trouble and take corrective action.

• Oversees delivery of goods to users.

• Maintains a variety of material, supply, equipment, and other lists of items required by the City government; maintains lists of vendors supplying said items.

• Administers inter-local cooperative purchasing agreements with other agencies.

• Assist/support Senior Buyer with P-Card administration. Process changes of Purchasing Card strategies upon request and approvals. Having Cardholder sign Purchasing Cardholder Agreement, signifying agreement with the terms of the Purchasing Card Program.

• Checks invoices to insure correct price, follows through to ensure that materials ordered have been received, and examines the condition of materials received.

• Supports Senior Buyer in supervision of inventory and supply room operations and assures that proper inventories are maintained.

• Assist Procurement Manager and Senior Buyer in performing end of year inventory count.

• Assist Procurement Manager and Senior Buyer with Hurricane/Emergency Preparation.

• Assist with the preparation of Division FY Budget.

• Participate in vendor fairs.

• Remain active in the profession by continuing education & professional development.

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.

Type of Appointment/Work hours:

• Full-time/Regular in-person position.

• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.

• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.

• Will be required to work occasional overtime or shift assignments, if applicable.

Qualifications & Work Environment

Requirements:

• Graduation from high school or GED equivalent, and two (2) years of college course work in Purchasing or Records Management. Related experience may be acceptable in lieu of college. C.P.P.B. or A.P.P. preferred.

• Two (2) years’ experience in governmental purchasing.

• A minimum of one (1) year experience working with bids and contracts is required.

• Have UPPCC CPPB Certification preferable, or work towards obtaining the certification after hired.

• Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment; working knowledge of the laws and ordinances governing the purchase of goods and services.

• Must have knowledge of Microsoft Applications including Word, Excel, Outlook and database software; and have ability to operate calculator, phone, copy/scan machine, and fax machine.

• Ability to analyze and process purchasing requisitions and make purchasing decisions accordingly; ability to maintain complex purchasing and inventory records; ability to establish and maintain effective working relationships with employees, other departments, vendors and the public; ability to communicate effectively, orally and in writing.

• Must possess a valid Florida driver's license with a clean driving record.

• Must pass a background screening process.

Physical and Environmental Demands or Conditions:

•The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Employment Policies & Core Values

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.

• Quality of Work - Performs work thoroughly, accurately, and professionally.

• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.

• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.

• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.

• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Equal Opportunity Statement:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran’s Preference Policy:

In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department."

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