Procurement Specialist

Department: Contracting & Procurement  

Reports To: Director of Contracting and Procurement 

Summary 

Under general direction this position performs technical duties involved in the procurement of materials, supplies, services and equipment, and provides administrative support to the procurement management staff.  

Essential Job Functions 

• Reviews and analyzes total procurement activity within and across commodity classification 
• Assist Director in the design/preparation of analytical reports for the use of management and procurement personnel 
• Develops analytical procedures designed to evaluate the compliance of procurement policy and procedures agency wide 
• Monitors bid activity through review of Purchase Orders generated in Yardi Software program 
• Identifies and reports Minority Business Enterprise (MBE) and Section 3 opportunities to bid and receive contract awards 
• Assist Director in the preparation of MBE reports as required by the Office of Housing and Urban Development (HUD) for agency-wide purchasing management 
• Performs cost/price analysis of non-contractual items 
• Prepare bid specifications and requests for bids in accordance with established procedures 
• Confers with internal customers regarding purchases to be made in order to obtain information such as type of goods and services needed, purpose, time frame, etc 
• Responsible for maintaining the Contract Register within the Yardi Software program and preparing the monthly report for the Board of Commissioners meeting 
• Monitor and review projects and contracts progress, recommend the approval or withholding if interim and final payment 
• Coordinate agency wide events to assure proper procurement procedures are met 
• Assure that all agency departments are following proper contractual procedures 
• Train and audit designated staff on purchasing procedures, includes offsite properties 
• Evaluates the timeliness of shipments by vendors to determine responsiveness to request 
• Consults with responsible procurement personnel regarding contractual coverage, market conditions, market forecasting, maintaining competitive bidding processes and MBE/Section 3 participation 
• Contacts/solicits potential suppliers of various goods, services and materials and provides them with an opportunity to be added to our approved vendor’s listing 
• Participated with other personnel in various vendor trade shows to assure successful recruiting practices 
• Completes various special assignments as requested by management 
• Provides coverage for Administrative Assistant on an as needed basis 
• Possess the ability to perform all administrative duties on an as needed basis 
• Attend various agency meetings in order to provide and receive information concerning services and programs related to Contracting and Procurement 
• Performs other related work as required 

Knowledge, Skills, and Abilities 

• Knowledge of modern office practices, procedures, systems, and equipment including computers and software 
• Knowledge of organizational policies and procedures including personnel policies 
• Knowledge of business English, spelling, arithmetic, and departmental terminology 
• Ability to set priorities, plan and implement activities to maximize efficiency 
• Ability to provide information in a courteous diplomatic manner 
• Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence 
• Ability to operate standard office equipment such as computer, calculator, copy machine, fax machine, telephone system, etc. 
• Ability to maintain a variety of files and records, and to answer questions from the records 
• Ability to establish and maintain effective working relationships with officials, other employees, residents, and the general public 
• Ability to communicate effectively, both orally and in writing 
• Skill in the use of computer software to facilitate efficient completion of tasks and obtaining information 
• Skill in planning and organizing meetings  
• Skill in dealing with people in a diplomatic manner 

Minimum Qualifications 

• Requires a Bachelor’s Degree in Public Administration or related field. 
• Requires one (1) year of experience in public procurement; or possession of any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities. 
• Ability to speak and translate Spanish preferred. 

Other: Valid Florida Driver’s License Insurable under the agency’s insurance policy 

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job classification established by THA.  All incumbents may not perform all of  the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.