Under the supervision of the Financial Services Director, the purpose of the position is to prepare solicitations and proposals and multi-year procurement contracts for goods and services needed for all departments and functions within the Village of Indiantown.
Select Duties and Responsibilities:
- Ensures compliance with approved Village Procurement Policy and all related procedures including all applicable regulatory and State and Federal statutory requirements; prepares and submits updates for approval and implements accordingly.
- Advises user departments in determining purchasing needs and selection criteria and requirements; reviews purchase orders for accuracy and compliance with policies and approves accordingly.
- Assists departments in developing specific short and long-range objectives for the attainment of various goods and services; performs analysis on cost comparisons and evaluates quality and suitability of specified commodities.
- Develops and responsible for written policies and procedures related to purchasing and contract functions.
- Prepares quotes, bid proposals, and requests for quotations by working directly with department staff and vendors; analyzes and documents solicitation responses throughout the procurement process.
- Manages pre-bid conferences and selection committees; prepares contracts for legal review and approval by the Village Attorney, Village Manager, and Village Council.
- Oversees records and files of requisitioned items quoted and bid analysis purchase orders equipment specifications and technical reference information.
- Establishes vendor relationships and monitors vendor performance; makes recommendations or changes in procurement sourcing based on performance delivery, cost, and overall results.
- Prepares and analyzes statistical data on commodities procured and related volume metrics of requisitions and purchase orders by requisitioner department and division; provides support to the Financial Services Director in successful and timely completion of the annual financial audit.
- Obtains and interprets market prices and trends applicable to procurement issues; performs as a work-group leader on projects and trains new department requisitioners.
- Maintains current knowledge of regulatory and legislative developments affecting purchasing reporting functions to ensure proper application to responsibilities under charge.
- Conducts research and resolves discrepancies with vendor invoices, payment vouchers, and revenue voucher receipts; escalates to department directors and/or the Financial Services Director as required.
- Responsible for developing detailed logs and schedules for departmental tasks and procedures.
- Performs with initiative and independence in the performance of assigned duties; plans prioritizes, and completes tasks within established and required time frames; creates and manages documented processes and procedures for position duties as required and as approved by the Financial Services Director or Village Manager.
- Develops and proactively updates financial metrics and dashboards related to procurement functions and processes under charge; develops ad-hoc reports as needed or requested.
- Communicates with Village departments and external vendors regarding payment processing and workflow-related issues; responds to inquiries concerning status updates and general inquiries; follows up and resolves in a timely manner.
- Comfortable with leveraging technology to maximize the efficiency, consistency, and accuracy of departmental business process workflows and to help implement business process improvement; participates as required in the testing of newly implemented or upgrades in information systems related to the Financial Services Department.
- Demonstrates critical thinking and applies principles of sound logic; identifies and defines problems, obtains empirical evidence, and draws valid conclusions.
- Responsible for communication with management and staff with changes and developments within areas of awareness and assignment; escalates issues to the attention of management in a timely manner, as appropriate and as conditions warrant.
- Maintains established organizational/departmental productivity standard.