Procurement & Contracts Specialist, Procurement Strategy & Compliance - Job Code #4266

Sarasota County Government
Job Description

Procurement & Contracts Specialist, Procurement Strategy & Compliance (Official Job Title: Procurement Professional II):  Assists with compiling, analyzing and reporting countywide procurement data for strategic planning and performance reporting purposes, as well as auditing for compliance with policies and procedures.  Participates in the development of countywide procurement training and certification programs.  Serves as backup to the Purchasing Card Administrator, assuming all duties and responsibilities of the Purchasing Card Administrator in his/her absence.   Work is performed under the supervision of the Senior Procurement & Contracts Specialist, Procurement Strategy & Compliance.

Duties:

   Strategic Sourcing & Planning

  • Collects and analyzes statistical data to measure the efficiency and effectiveness of procurement processes.  
  • Assists in development and maintenance of scheduled reports related to solicitation timelines, professional services library usage, customer satisfaction and other procurement functions. 
  • Conducts research (including market analysis) performs spend analysis, reviews historical data for both purchase order and p-card transitions.
  • Contributes to the continuous improvement of procurement systems, processes and procedures.  Assists with the preparation of submission documents for procurement awards, certifications and recognition. 
  • Assists in researching the availability of cooperative purchasing opportunities, including national consortiums, to gain efficiencies and savings. 
  • Assists in the collection of procurement and contract performance measures. 
  • Assists with random audits of delegated purchases to ensure compliance with adopted policies and procedures. 

Training and Education

  • Participates in the development and facilitation of ongoing procurement training programs for internal and external customers. 
  • Participates in Procurement Partner meetings with Departments.
  • Assists with the development and oversight of surveys, training opportunities, BidSync registration, outreach opportunities and website maintenance. 
  • Participates in the continuous improvement of systems, processes and procedures. 

  Purchasing Card Program

  • Serves as backup to the Purchasing Card Administrator. 
  • Participates in p-card training, generates reports, responds to cardholder questions, updates account information, and troubleshoots issues on an as-needed basis in the absence of the P-Card Administrator. 

  Acquisition of Goods and Services & Contracts 

  • Responsible for the preparation and review of solicitations, including, but not limited to, Invitation for Quotes, Invitation for Bids, Requests for Information, Requests for Proposals, Requests for Professional Services, Requests for Qualifications and Invitations to Negotiate.  Ensures compliance with all applicable procurement policies and procedures, including, but not limited to, procurement code, manual, local ordinance, and state statutes. Reviews, corrects and researches using Department’s specifications to ensure competitive and non-restrictive requirements.  Ensures basic requirements and industry standards/certifications are included, determines if licensing, insurance and bonding are required.   

  • Ensures assigned solicitations are processed timely. 
  • Prepares solicitations for release. 
  • Conducts procurement planning sessions with Departments to ensure understanding of the solicitation process, develop a solicitation timeline and clarify roles and responsibilities. 
  • Facilitates public meetings, including but not limited to, pre-bid and pre-proposal conferences, site visits, bid openings and evaluation committee meetings.
  • Reviews and researches protestors assertions, prepares draft of protest response and participates in meetings with protestor, OCA or BCC where a presentation may be required.
  • Evaluates responsiveness and responsibility of bidders and proposers and makes award recommendations to Procurement Official or Designee.
  • Provides procurement documents to Departments for inclusion in eBar/eCar. 
  • Drafts contracts, contract amendments, work assignments, extensions and terminations to ensure compliance with contract requirements. 
  • Reviews and approves eBar and eCar items to ensure compliance with stated policies and procedures. 
  • Participates in contract negotiations, as requested.
  • Advises and assists Administrative Agents throughout contract dispute process, including, but not limited to drafting corrective actions forms and attending corrective action meetings and drafting termination letters as appropriate.   

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Minimum Qualifications:  A Bachelor's Degree from an accredited college or university in Accounting, Finance, Public/Business Administration, or related field and one year of experience in public and/or private sector procurement OR An Associate's Degree from an accredited college or university in related field and three (3) years of experience in public or private sector procurement OR Progressively responsible professional experience which provides the requisite knowledge, skills and abilities for this job may be substituted on a year-for-year basis for the required degree.

Preferred Qualifications:  Three (3) years public procurement and/or contract experience preferred.  CPPB or the ability to obtain CPPB within three (3) years preferred.

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