Purchasing Manager

Job Description

Job Description

***Position open until September 17, 2026***The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.Salary range is provided to show the min to max compensation for a position. It is not the basis for or guarantee of a starting salary. POSITION FUNCTION:Under the general direction of the Finance Director, performs duties necessary to support the Finance Department in the preparation and implementation of fiscal policies and procedures, and reporting methods and analysis for the development, implementation, and tracking of budget, accounting, grants, debt, utility billing and the other financial operations of the City. Major functions include independent thinking, solicitation scope of work development, complex pricing analysis, complex project management, time management, vendor and internal customer relations, and contract management. Implementation and management of procurement policies and procedures through the continuous training of Directors, Managers, and fiscal staff. ESSENTIAL DUTIESResponsible for the administration of contracts including solicitation compliance, modification documentation, and renewal are all completed within the guidelines established by the City Purchasing Policy. Determines and recommends proper use of standard terms and conditions per Florida Statutes and Regulatory requirements. Provides recommendations for contract approval to the Finance Director and City Manager. Assist in the preparation, interpretation, and implementation of commercial contract terms and conditions. Contract and Grant management oversight and compliance include both Federal and State funding such as FEMA, SWFMD, and CDBG. Assist with various special projects that require scheduling of outside consultants for presentations, as well as, arranging meeting rooms and interviews within departments. Performs duties necessary to support the preparation and implementation of fiscal policies and procedures, and reporting methods and analysis for the development, implementation, and tracking of the budget, grants, accounting, debt, utility billing, and the other financial operations of the City. Duties include, but are not limitedto,thepreparationoffinancialreportsandreporting ;research;audits; revenue,expenditure,andasset tracking and allocation; trend and data analysis; project administration; and budget tracking. Performsdutiesnecessarytoplan,develop,implement,andtracktheannualbudgetforitemsrelatedtocapital or contractual solicitations. Responsible for assisting Department Heads in budget preparation and forecasting; general research, writing of proper specifications for equipment and/or projects, analysis and problem-solving; purchasing procedures; and methods to ensure proper allocation and expense monitoring. Solicits bids from suppliers, conduct pre-bid conferences, holds public bid openings, evaluates results, and awards orders to the most responsive bidder meeting specifications. Determines items that can be purchased from existing contracts including other government agencies and agreements per Competitive Consultants Negotiation Acts (CCNA). Provides liaison with vendors and Utility/City departments related to procurement. Prepares correspondence concerning quotations, bids, and other office communications to all City departments and City Commission as needed. Assists in determining methods and procedures related to handling emergency purchases critical to City operations. Develops and prepares cost-saving analysis along with process improvement recommendations as a result of performing solicitation review and analysis. This value-added analysis with corresponding recommendation(s) is presented to management for consideration to be included in the soilicitation. Performs duties necessary to support the Finance Director in purchasing activities and debt administration including contract review, RFP/RFQ and bid preparation, communication with contractors, and other applicable duties. Formally trains vendors on how to submit a responsive, responsible solicitation. Formally trains Fiscal Managers, Division Directors, and Managers on how to create meaningful scopes of work, specifications, special conditions, and bid sheets. Provides "how to understand and manage your contract" training to include specifics of construction general conditions. Provides contractor/vendor performance evaluation training and support. Assists county divisions' staff with developing and preparing contractor/vendor complaint forms. Proactively keeps the Finance Director informed of areas of concern. Performs additional duties as assigned. KNOWLEDGE/SKILLS/ABILITIES:Required knowledge and experience are normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Bachelor's Degree in Finance, Accounting, Public Administration, or a related field and at least seven (7) years of management work-related experience in Accounting, Finance, Public Administration, Business or related field are preferred. Five (5) years supervisory experience is preferred. Government work-related experience and a Certified Government Finance Officer or Certified Public Accountant are required. Work requires the ability to read letters, memos, contracts, professional and industry literature, spreadsheets, and other job-related analysis. Work requires the ability to write letters, memos, and contracts. Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports. Work requires substantial independent judgment and decision-making. Must be able to monitor and assess operations, workload, projects, and staff performance. Work is widely varied, involving analyzing and evaluating many complex and significant variables. Organization-wide policies, procedures, or precedents may be developed and/or recommended. Must possess excellent oral and written communication skills. Must be able to perform complex mathematical computations and/or statistical analysis. Should be competent in the use of Microsoft Excel and Word software. Must be able to research, compile and analyze data, and then present findings to the City Commission and City Manager in an acceptable format.Ability to learn and remain up-to-date on Federal, State, and City applicable regulations, best practices, and policies affecting department activities. Ability to establish and maintain effective working relationships with employees, other government representatives, contractors, partners, consultants, vendors, the media, and the general public is essential. OTHER REQUIREMENTS:Must possess a Valid Florida Class E driver's license. Must pass applicable pre-employment testing and background and credit checks. SPECIAL REQUIREMENT:This position may be required to report for work when a declaration of emergency has been declared in Polk County.