Procurement Manager

PURPOSE OF CLASSIFICATION

The purpose of this classification is to serve as the subject matter expert in procurement for the Town’s Finance Department. The Procurement Manager oversees and ensures compliance, consistency, and efficiency in procurement-related processes across all Town departments. This role provides training, guidance, and review of procurement activities and documentation to ensure alignment with applicable laws, regulations, and the Town’s procurement policies.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Serves as the Town’s procurement subject matter expert, providing oversight and guidance on procurement procedures, best practices, and compliance with applicable federal, state, and local procurement laws and Town policies. Coordinates and provides guidance to all Town departments to ensure procurement documentation—including Requests for Proposals (RFP), Invitations to Bid (ITB), Requests for Quotes (RFQ), contracts, and purchase orders—is prepared and submitted in accordance with legal and policy requirements. Reviews procurement submissions and contracts from all departments for accuracy, completeness, uniformity, and compliance; provides corrections and guidance as needed. Serves as the central point of contact for procurement–related inquiries from departments; researches and interprets regulations, responds to complex procurement questions, and provides solutions to procedural challenges. Develops, implements, and maintains standard procurement procedures and templates to ensure consistent department application. Plans, coordinates, and conducts procurement-related training sessions and onboarding for new employees, and for those responsible for purchasing functions in their respective departments. Ensures consistent understanding and application of procurement processes Town-wide. Performs procurement related reviews and approvals within the Town’s financial management systems. Advises departments on procurement strategy, contract structure, solicitation types, vendor selection, and pricing mechanisms. Provides technical assistance during the solicitation and evaluation process. Monitors Town-wide procurement activities for trends, efficiency improvements, and areas of risk or non-compliance. Recommends corrective actions, policy updates, and process improvements as needed. Develops and maintains procurement tracking and monitoring systems. Coordinates with Finance staff to ensure alignment of procurement activities with budget and financial reporting. Collaborates with the Town Attorney’s Office, Risk Management, and Department Heads on contractual matters, including terms and conditions, indemnity clauses, insurance requirements, and contract enforcement. Reviews, and provides guidance on procurement-related items for Town Council consideration, including executive summaries, cost analyses, contract documents, and supporting documentation. Ensures submissions meet ADA compliance and internal review standards. Researches and evaluates vendors, products, and services; participates in vendor negotiations and ensures compliance with the Town’s vendor registration and approval process. Ensures timely renewal, amendment, or termination of contracts in coordination with departments and Finance. Maintains master contract files and procurement records. Maintains up-to-date knowledge of procurement law, policy changes, and best practices; participates in procurement-related training and professional development.

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, including answering telephone calls, preparing documents, making copies, processing mail, or maintaining filing systems. Provides backup support to Finance Department staff as needed. Performs other related duties as required.

MINIMUM QUALIFICATIONS

Bachelor’s degree with coursework emphasis in Public Administration, Business Administration, Finance, Procurement, or a closely related field. Five (5) years progressively responsible experience in public sector procurement, contract administration, or a related field. Must have demonstrated familiarity with Florida Statutes, applicable federal procurement regulations, and compliance requirements relevant to public purchasing. A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized, with the ability to obtain the State of Florida driver’s license within thirty (30) days from the date of employment.

PREFERRED QUALIFICATIONS

Certification as a Certified Public Procurement Officer (CPPO) or equivalent. #J-18808-Ljbffr LRP Media Group