Purchasing Agent

POSITION DESCRIPTION:  

Acquire commodities and contractual services under bid threshold through informal quote, proposal, and single source processes through the state’s eProcurement system MFMP.

Process procurements from Prison Rehabilitative Industries and Diversified Enterprises (PRIDE), Rehabilitative Enterprises, Services and Products of Florida (RESPECT), Department of Transportation (DOT) contract, Department of Management Services (DMS) State contract, discretionary, and exempt sources through use of MyFloridaMarketPlace (MFMP).

Acquire commodities and contractual services through Invitation to Bid (ITB), Request for Proposal (RFP), Invitation to Negotiate (ITN), Single Source, and Exempt methods of procurement. Seek approval from appropriate sources including DOT representatives, Department of Management Services, contract vendor, or others as specified by policy, procedure, and practice.

Coordinate evaluation teams, review and evaluate quotes/bids/proposals/replies and issue Purchase Orders and written agreements.

Provide contract maintenance. Prepare and manage supplements, amendments, time extensions, change orders, and renewal of contracts and maintains files in a well-organized fashion.

Coordinate with project managers, the legal office, comptroller, and consultant/contractor/vendor and other sources as appropriate to provide timely action to existing contracts and in documenting all procurement actions.

Conduct informal training sessions for project and cost center managers and consultant/contractor/vendors to improve understanding of the Department’s procurement process.

Assist project managers in the resolution of vendor performance and contract compliance issues.

Review contracts for validity of pending action and follow through with timely, appropriate action.

Coordinate and manage the Agency/District Term Contracts to provide a constant and economical source of supply for materials, supplies, equipment, and services.

Analyze procurement requests, review specifications/scopes, provide instruction to project managers, assure proper solicitation development and content, and coordinates critical events.

Obtain competitive quotes/proposals as requested, either by telephone or in writing.

Compile and provide tracking/production data as requested in various forms and maintain procurement files.

KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of laws, rules, procedures and practices governing the procurement of contractual services and commodities. Ability to plan, develop and coordinate the procurement of complex projects for contractual services and/or commodities; communicate effectively and appropriately both verbally and in writing; work independently, plan, organize and prioritize assignments; 

establish and maintain effective working relationships; provide contract maintenance and review contracts for validity of requested supplements, amendments, time extensions, change orders and/or renewals and follow through with appropriate action. Skilled in the use of computer based spreadsheets, internet, databases and word processing applications; reviewing documents for accuracy and completeness; problem-solving techniques.  Knowledge of contract negotiation techniques; laws, rules, procedures and practices governing the procurement of contractual services and commodities. 

Ability to plan, develop and coordinate the procurement of complex projects for contractual services and/or commodities; communicate effectively and appropriately both verbally and in writing; work independently, plan, organize and prioritize assignments; establish and maintain effective working relationships; provide contract maintenance and review contracts for validity of requested supplements, amendments, time extensions, change orders and/or renewals and follow through with appropriate action. Skilled in the use of computer based spreadsheets, internet, databases and word processing applications; reviewing documents for accuracy and completeness; problem-solving techniques. Knowledge of contract negotiation techniques.

OTHER JOB RELATED REQUIREMENTS: Due to the nature of this position, incumbent must respond to emergencies.

MINIMUM QUALIFICATIONS: Minimum Qualifications (Required for CS Only):  Associate’s degree from an accredited college or university plus 2 years of professional purchasing experience which involved competitive procurement; Florida Certified Contract Negotiator can substitute for Education requirement.  Professional or Nonprofessional experience as described above can substitute on a year-for-year basis for the required college education.

As a CANDIDATE, you may be required to provide documentation (i.e. HIGH SCHOOL DIPLOMA OR EQUIVALENCY, college transcripts, ETC.) to verify meeting these Minimum Qualifications.