Procurement Administrator

  • Location
    Miami, Florida
  • Job type
    Direct Hire
  • Category
    Business Operations and Management - Purchasing

This is highly advanced, professional, administrative and specialized procurement supervisory work. An individual in this position is responsible for overseeing all contract management functions for goods and services as well as construction related contracts, p-card and surplus for the Public administration Authority, quality control of documents, for the procurement and contract services including development of Request for Proposals (RFP), Invitation to Bid (ITB’s) and Requests for Qualifications (RFQ), and development of policies and procedures adhering to state and local regulations. Responsible for developing Agency’s Procurement policies, and procedures. Additionally, the Procurement Administrator will handle special, complex procurements through the RFP/RFQ process as well as complex negotiations.

Procurement Duties:

The incumbent will be responsible for, but not limited to, manage all legal aspects of procurement as following:

Supervising and coordinating procurement activities of handling complex, large and high dollar value procurements for agency departments, in accordance with established Procurement Code of the City of Miami and other Local, State, and Federal requirements.

Supervising and handling managerial responsibility for all procurement effected through the agency’s Procurement department, to including but not limited to the developing and reviewing of all solicitation documents, contracts, amendments, management of contracts, and equitable distribution, pursuant to State Statute, of A&E awarded contracts.

Implementing and overseeing the pre-qualification pool and direct selection process; attending meetings for MPA as necessary; attending meetings and conferences with MPA Attorneys, vendors, contractors, professional consultants, and represents the agency's interests relative to the designated areas of responsibility;

Providing quality control for all agenda items related to procurements going to the Board;

Working closely with the Information Technology Department in creating and maintaining a contract management database system to track and report contract expiration dates, insurance, bonds, etc.;

Supervising and coordinating all areas of purchasing administration, including managerial responsibilities for the procurement of commodities, construction, general and professional services to meet the needs of the agency;

Assisting in planning and directing the agency's procurement functions including contract development and administration, specification preparation and the purchase of general construction and professional services; supervising professional and clerical subordinates engaged in processing, tracking and reporting of information and documents pertaining to construction projects, change orders, consultant agreements and amendments;

Performing as senior point of contact for procurement activities, including identifying the projects procurement needs via consultation with the engineering, projects and construction team; coordinating and preparing reports regarding participation on agency contracts; researching, producing, assembling and presenting training programs and materials concerning project management procedures that focus on improving accountability.

Planning and developing internal policies and procedures; complying with auditors’ requests and assisting with responses to any audit finding; overseeing Public Records Requests;

Develop and implement Requests for Proposals (RFP’s), Invitation for Bid (IFB’s) and Requests for Qualifications (RFQ’s) as required.

Assisting in solving unique and highly complex procurement problems and transactions for services and systems; coordinating and maintaining a database for procurement staff training;

Preparing and processing purchase orders and purchase requisitions; negotiating contracts, policies and deadlines with vendors; negotiating, and managing all expert consultant agreements for the agency;
Maintain integrity in spending Agency funds and in supplier relationships.

Coordinate the disposal of items no longer used by the agency via public auction, employee auction, etc.

Develop and administer policy to determine agency vehicles replacement policy including preparation of cost analysis.

Develop and administer Blanket Purchase Agreements (BPA’s) as staff identifies the need. This deals with issuing the IFB or RFP, evaluating performance and consistency of extended line, and coordinating payment.

Act in capacity of liaison between agency and City Attorney’s office on contractual matters.

Reviews and approves purchase requisitions and check requests for the administration cost center above $1,500.00

Researches and resolves organizational issues; conducts productivity analyses and makes recommendations for improved efficiency. Confers with staff to resolve operational issues, gathers facts, analyzes financial/operational/political impact and makes appropriate recommendations.

Directs and coordinates special and non-recurring projects that vary in complexity and time requirements. Some project management responsibilities may require monitoring the follow-up of staff on assignments, reviewing work and revising as necessary.

An employee will receive general supervision from the CFO. Supervision is exercised over various levels of professional and clerical personnel

Minimum Requirements:
A bachelor’s degree in Business Administration, Public Administration or a closely related field extensive (8 – 12 years) experience in a large centralized governmental purchasing operation, including considerable (2 – 4 years) in the supervisory work, or related managerial experience, and considerable (2 – 4 years) of experience Request for Proposals (RFP), and Request for Qualifications (RFQ) process is required.

OR

Equivalent combination or training and experience beyond a Bachelor’s degree in a closely related field.

SPECIAL NOTE:

Required to be certified as a professional in supply management (CPSM), a certified purchasing manager (CPM), a certified professional public buyer (CPPB), or a Certified Public Purchasing Officer (CPPO).

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Reference number US_EN_2_028296_137077