Procurement Agent

Do you thrive in an environment that is geared towards outstanding hospitality?  Do you have a passion for being innovative and creative?  Is hard work on your top list of ideals?  Are you a steward of your working environment?   Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages.  Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District.  An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Purchasing Team. This position requires a solid background of advanced purchasing skills used daily.  The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District and our surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge management skills.  The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits.  Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District 
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

The Procurement Agent is a member of the Purchasing team and reports directly to the Assistant Purchasing Director. The Procurement Agent is responsible for a variety of strategic initiatives and ensuring compliance with public procurement policies. This position is primarily responsible for administering and coordinating the District’s competitive solicitation processes in compliance with applicable federal, state, and local procurement laws, policies, and procedures. The Procurement Agent manages the full lifecycle of formal solicitations for goods and contractual services—including Invitation to Bid (ITB), Request for Proposals (RFP), Request for Qualifications (RFQ), and Invitations to Quote (ITQ) from initial requests through contract award and execution. This role focuses on developing solicitation documents, ensuring compliance, facilitating evaluation processes, and supporting the establishment of contracts that meet the operational needs of District Departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

Solicitation Development & Administration

• Manages assigned solicitations from initiation through award, including review of Solicitation Requests and development of solicitation strategies. 
• Prepares, reviews, and issues formal solicitation documents (ITB, RFP, RFQ, ITQ), ensuring clarity, completeness, and compliance with procurement requirements. 
• Coordinates with End Using Departments to define scope of work, specifications, evaluation criteria, and contract terms. 
• Ensures all solicitations align with applicable laws, ordinances, policies, and internal procedures. 

Solicitation Process Management

• Administers the full competitive solicitation process, including advertisement, issuance, addenda, receipt, and opening of responses. 
• Prepares and issues public notices, bid packages, addenda, and related solicitation communications. 
• Utilizes automated procurement systems to manage and track solicitation activities and documentation. 
• Facilitates and coordinates pre-solicitation meetings, pre-bid conferences, bid openings, and selection committee meetings.

Evaluation & Award

• Reviews and evaluates submittals for responsiveness and responsibility in accordance with solicitation requirements. 
• Performs pricing and proposal analysis, including review of cost structures, qualifications, and compliance documentation. 
• Coordinates evaluation committee activities and ensures adherence to established evaluation procedures. 
• Prepares written recommendations for award, including supporting documentation, memoranda, and agenda items.

Contract Formation & Documentation

• Assists in the development and execution of contracts, including preparation of agreements, amendments, renewals, piggybacks, and sole source justifications. 
• Ensures all required documentation (licenses, insurance, certifications, etc.) is received and compliant prior to award and execution. 
• Maintains accurate and organized procurement files and contract records in accordance with public records requirements. 

Vendor & Stakeholder Coordination

• Serves as a liaison between vendors and District staff throughout the solicitation process. 
• Responds to vendor inquiries, facilitates communications, and ensures fair and transparent competition. 
• Provides guidance to departments regarding procurement procedures, solicitation requirements, and timelines. 

Reporting & Compliance

• Prepares addenda, amendments, award recommendations, agenda materials, and other procurement-related documentation under strict deadlines. 
• Ensures compliance with public procurement standards, audit requirements, and recordkeeping practices. 

General

• Supports continuous improvement of procurement processes, templates, and best practices. 
• Performs other duties as assigned by the Purchasing Director or Assistant Purchasing Director.

Additional 

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency. 

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• Associate degree in business, public administration, accounting or related discipline from an accredited institution or related public procurement experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. 
• 3-5 years Florida municipal, county and/or state purchasing department/contracts experience preferred.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• All candidates and employees must successfully pass background screening. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to) 

Knowledge

• Knowledge of governmental purchasing methods and procedures as well as the laws, rules and regulations pertaining to the purchase of commodities and services and their importance to the District.
• Has general knowledge of the policies, procedures, terminology used and activities of the Purchasing Department as they pertain to the performance of duties relating to the position of Procurement Agent, including a good working knowledge of purchasing regulations, ordinances, purchase orders, requisitions, bids, proposals, etc., and procedures and methods as required in the performance of duties. 

Skills

• Strong Microsoft Word and Excel skills. General knowledge in the use of pivot tables.
• Strong time management and organization skills as well as the ability to prioritize and manage multiple tasks are pivotal to success in this position.
• Employs advanced critical thinking and writing skills in the development and evaluation of solicitations.

Abilities

• Proven ability to plan, organize and/or prioritize daily assignments and work activities using independent judgment in a varied and busy work environment to successfully and efficiently meet required deadlines.
• Ability to compile, prepare and maintain an assortment of records and information in an effective manner and according to departmental and/or governmental regulations to make recommendations that result in complete and accurate reports.
• Ability to successfully interact and communicate with supervisors and other staff members, as well as with vendors to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.
• Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, and attending training and/or courses as directed by the Assistant Purchasing Director.
• Displaying responsibility, ownership, a sense of urgency for all issues regarding the purchasing operating procedures.
• Strong oral, written, and interpersonal and presentation skills to effectively communicate purchasing policies and provides training and assistance to all levels of District personnel concerning Florida state statutes, regulations, and procedures for the public procurement of commodities and services.
• Ability to use good judgment in formulating recommendations and preparation of independent analysis.
• Excellent analytical and problem-solving skills and detail minded. 
• Ability to work collaboratively as a team across internal departments and external vendors and clients to meet and exceed expectations.
• Professional appearance. 
• Has the mathematical ability to handle required calculations.
• Has the ability to understand and interpret specifications and drawings. 

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment i.e., when in office setting with moderate noise of computers and printers and moderate customer traffic. 
• Varying outdoor weather conditions.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to sit; use hands to finger, handle, or feel; and talk or hear. 
• Occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.