Procurement Manager

Procurement Manager

Under general direction, the purpose of the job is to direct and administer the strategies, programs, and activities of purchasing and contracting for the City to ensure efficiency and cost-effectiveness. Employees in this job classification function in an administrative capacity to ensure the development and maintenance of all vendor relationships for the continuous supply of quality products. Proactively researches initiatives to reduce costs, increase product and service quality, and ensure timely delivery performance.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Plans, manages, directs, reviews, and evaluates the work of all Procurement and Contracting staff.
• Selects, supervises, trains, motivates, assigns, evaluates, counsels, and disciplines staff.
• Directs procurement and contract coordination of programs to ensure compliance with applicable laws, regulations, and policies.
• Oversee pre-bid/proposal conferences and bid/proposal openings; Directs the evaluation of proposals including responsiveness and responsibility for offers.
• Establishes procedures, policies, and controls for procurement and contracts.
• Directs the preparation and negotiation of proposals, and competitive/non-competitive consultants and service contracts.
• Plans, coordinates, and administers the strategies, programs, and activities of purchasing and distribution for the city to ensure cost efficiency and effectiveness. (Requisition approvals, process work orders, and engagement letters)
• Creates policies and procedures to preserve the integrity of the procurement process through fair and timely resolution of bid protests.
• Monitors developments and legislation related to assigned area of responsibility and evaluates the impact upon City operations; Recommends and implements practice and procedural improvement as appropriate.
• Establishes procedures, policies, and controls to monitor activities and ensure that all procurement and contract administration activities are conducted in compliance with applicable legislative and grantor requirements.
• Reviews and approves complex contract documents for purchases and construction projects to ensure compliance with procurement standards, laws, and regulations.
• Directs the development and implementation of policies and procedures regarding procurement and contract administration.
• Maximizes the use of technology to automate purchasing processes, increase efficiencies, and ensure compliance with purchasing and financial policies.
• Coordinates bidding processes; assists various departments in the preparation of bidding documentation and planning; opens and reviews bids and proposals by City policy; reviews and analyzes bids to submit purchasing recommendations.
• In coordination with Legal, leads the negotiation of contract terms and conditions; ensures compliance with ethical procurement practices; mediates disputes.
• Ensures the development and maintenance of all vendor relationships for the continuous supply of quality products and services.
• Ensures delivery of excellent and timely customer service to City personnel and vendors involved in the procurement process.
• Maintains active communication with all City management personnel to discuss product options to increase diversity and cost-effectiveness.
• Research initiatives to reduce costs, increase product and service quality, and ensure timely delivery performance.
• Researches and resolves product, pricing, and distribution complaint issues with vendors.
• Analyzes market trends to explore possible product and vendor options and determine optimal purchasing trends.
• Supervises the City's Purchasing Card program, including policy development, training, audits, and recommendations for program enhancements.
• Ensures federal grant solicitation processes meet all regulatory requirements.
• Oversees records retention and disposal in compliance with public records regulations.
• Performs related duties as directed.

Minimum Training, Experience, Licenses, or Certifications

Required Qualifications

• Education: Bachelor's degree in Business, Public Administration, Supply Chain, Engineering, Construction Management or equivalent.
• Experience: Seven (7) years of progressively responsible experience in governmental procurement and contract administration with three (3) years in a senior leadership/supervisory capacity.
• Certification: Professional procurement certification (e.g., CPPO, CPPB, or NIGP-CPP).
• Regulatory Knowledge: Working knowledge of CCNA (Consultants' Competitive Negotiation Act) procurement requirements for Utility and Stormwater projects

Preferred Qualifications:

• Education: Master's Degree in Public Administration or Business Administration.
• Technical Expertise: Specific experience in utility-related procurement, capital infrastructure projects, and alternative delivery methods such as Construction Manager at Risk (CMAR).
• Funding Experience: Experience supporting bond-funded or grant-funded capital projects.
• Process Improvement: Proven track record in implementing procurement modernization or process efficiencies.
• Systems: Proficiency with ERP procurement systems Tyler Technologies Munis software experience or similar automated purchasing program. Experience with AI and innovative procurement processes. Willingness to adopt AI and emerging technologies.

Knowledge, Skills, and Abilities

• Ability to understand, follow, and direct written and oral instructions.
• Ability to effectively supervise a staff comprised of entry-level staff engaged in carrying out division functions.
• Thorough knowledge of generally accepted purchasing principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
• Skill in the principles and practices of governmental purchasing management and analysis.
• Ability to develop and implement policies and procedures for the utilization of vendor catalogs, commercial registers, directories, office files, and other recourses for the procurement of goods.
• Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently, as they relate to purchasing.
• Ability to read, update, evaluate, and maintain various records and files.
• Ability to access, operate, and maintain various software applications.
• Ability to communicate information both verbally and in writing.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, and facsimile machines.
• Skill in establishing and maintaining effective working relationships with all City personnel, departmental personnel, supervisors, and vendors.

Physical Requirements

• While performing the essential functions of this job the employee is regularly required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, crawl, and lift and/or move up to 25 pounds.
• While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.

The City of Palm Coast, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, The City of Palm Coast, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Palm Coast participates in E-Verify.