Procurement Specialist I

If you are an Internal City Employee, Retiree or Dependent/Survivor of a City Employee please apply internally via Career Icon in your Workday account. Make a difference in the community you live in! As a Community Builder—an employee with the City of Gainesville— you will have a direct hand in building and improving your community and making a visible impact on the lives of your neighbors. Working for local government is more than a job, it’s a chance to contribute to community success and to help enhance the Gainesville way of life. Department: GG_Procurement and Contracts Management: Purchasing Salary Range Minimum: $25.00 Salary Range Maximum: $40.41 Closing Date: 06/30/2026 Job Details: This is routine work purchasing supplies, materials and equipment for General Government. Positions allocated to this class report to a designated supervisor and work under general supervision of Procurement and Contracts Manager. Work in this class is distinguished from other classes by its emphasis on purchasing. NOTE: There are three levels within the Procurement Specialist job family. The Procurement Specialist I can progress to the Procurement Specialist II within the first four years, and the Procurement Specialist II classification can progress to the within three years of appointment to Procurement Specialist III upon meeting certain milestones and other qualifications. Job Description: SUMMARY This is routine work purchasing supplies, materials and equipment for General Government and/or GRU Procurement. Positions allocated to this class report to a designated supervisor and work under general supervision. Work in this class is distinguished from other classes by its emphasis on purchasing. NOTE: There are three levels within the Procurement Specialist job family. The Procurement Specialist I can progress to the Procurement Specialist II within the first four years, and the Procurement Specialist II classification can progress to the within three years of appointment to Procurement Specialist III upon meeting certain milestones and other qualifications. EXAMPLES OF WORK* *This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required. ESSENTIAL JOB FUNCTIONS Prepares, reviews, and issues a variety of documents that are necessary to solicit bids, quotes, quotes, proposals, and requests for qualifications which the procurement division handles on behalf of General Government Departments/Divisions and/or GRU. Conducts bid openings, tabulates responses, and assists with issuance of Notice of Award or Recommendations of Final Ranking. Attend Pre-bid meetings and may walk/guide bidders through relevant buildings, locations, and other sites as needed. Prepares and issues purchase orders for a range of commodities and services required by the City. Prepares contract folders and assembles for filing all documents related to bid/proposal solicitations. Audits all p-card transactions and all requisitions and Issues all purchase orders for a range of commodities and services required by the City for proper procurement audit trail documentation. Responsible for contract creation, contract amendments and contract management for goods and services for the City. Maintain central repositories for all contracts, amendments and backup documentation. Works closely with assigned departments to help formulate and adopt the best procurement approach which will enable each department to achieve the goals or end product that are desired form the procurement process. Employs a variety of procurement-related software tools to research and obtain information on products and services required by the city. Conferring with using department regarding current and future procurement current and future planning requirements and recommends appropriate acquisition sourcing method options. Maintains expertise in procurement and commodities areas by attending professional purchasing association meetings, courses, workshops, reading trade publications and journals, meeting with suppliers, city stakeholders and Group Purchasing organizations to continuously improve and broaden knowledge of products and services. Stay current with existing and new policy matters/changes by the State, Federal Government regarding the procurement of needed goods and services. Keeps up to date on new trends, market conditions, and improvements to procurement techniques/procedures. Track and provide information to the relevant Department related to small, service-disabled veteran and minority businesses. Provide training for the contractors as needed. Audits purchase orders prepared by non-Procurement Division personnel for accuracy and compliance with the City’s adopted Procurement Policy and Procedures. Attends work on a continuous and regular basis. NON-ESSENTIAL JOB FUNCTIONS Handles special tasks, duties, or projects of minimally complex nature, in addition to regular work assignments. Performs other related duties as assigned. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Below are the required education, experience, knowledge, skills and abilities to perform the essential functions. EDUCATION AND EXPERIENCE High school degree or equivalent, and two (2) years of procurement-related experience, preferably in a large scale, public-sector environment where contracts are awarded through a competitive bid process. An Associate degree from an accredited college or university with major course work in accounting, business administration, economics, finance, procurement or related field may substitute for the two (2) years of procurement-related experience. CERTIFICATIONS OR LICENSES Licenses Must possess a valid Driver License. Must obtain a Florida Driver’s License within 30 days of appointment. Certifications Professional purchasing certification: Proof of NIGP Public Procurement Associate (PPA) must be obtained before progressing to the next level. KNOWLEDGE, SKILLS AND ABILITIES Thorough knowledge of office procedures and practices, business English, spelling, and commercial mathematics. Basic knowledge of purchasing principles and practices, and those rules and regulations which govern municipal procurement. Some knowledge of governmental budgeting and financial procedures. Some knowledge of enterprise resource planning systems and their relationship to procurement. Ability to prepare specifications, analyze quotations and bids, and perform other necessary purchasing functions. Ability to keep records and prepare reports. Ability to communicate effectively, both orally and in writing. Ability to work effectively with co-workers, employees from other City departments, vendors and the general public. Ability to utilize financial software to prepare and issue purchase orders. Possess organizational skills. Possess technical computer and software skills (MS Office Suite, Excel, Adobe, Workday Docu-Sign) Possess good customer service skills. Possess problem solving skills. PHYSICAL AND ENVIRONMENTAL REQUIREMENTS To perform this job successfully, an individual must possess certain physical abilities and be able to withstand work related environmental conditions. PHYSICAL REQUIREMENTS While performing the duties of this job, the employee is often required to sit for prolonged periods of time. WORK ENVIRONMENT Work is primarily in an office environment. May be required to visit sites to guide and direct bidders as needed. Some professional work experience. Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience. Undergraduate degree from an accredited college or University. Degrees in Business, Public Administration or Supply Chain Management are preferred. Professional purchasing certification (ISM, NIGP) is preferred and encouraged within two years of position assignment. Note: May Require Assessment(s). May fill multiple positions. May establish an eligibility list. Come join our team! The City of Gainesville offers a competitive benefits package and opportunities to grow both professionally and personally. All ‘regular’ employees are eligible for traditional benefits such as health insurance, life insurance, paid leave, 11 paid a holidays a year, a pension plan and a deferred compensation plan, but we also offer great things like on-site fitness centers, tuition reimbursement, on-site medical staff and a wellness program to keep you healthy and happy. Please note; benefits are not available for temporary employees. Equal Opportunity The City of Gainesville is an equal opportunity/affirmative action employer and does not discriminate in hiring. Minorities, women and individuals with disabilities are encouraged to apply. Individuals with a disability, who require special accommodations during the selection process, should notify the Human Resources Department at View phone number on click.appcast.io or TDD/TTY at View phone number on click.appcast.io. Veterans' Preference Veterans are encouraged to apply. Veterans’ Preference ensures that veterans and eligible persons are given consideration at each step of the selection process. However, preference does not guarantee that a veteran or other eligible person will be the candidate selected to fill the position. Section 295.07, Florida Statutes (F.S.) specifies who is eligible for Veterans’ Preference. State of Florida residency is not required for Veterans’ Preference. If you are unable to apply online due to a disability, contact recruiting at View email address on click.appcast.io or by calling View phone number on click.appcast.io. The City of Gainesville employs more than 2,200 individuals, ranging in positions from creatives to critical infrastructure engineers to financial gurus. The city offers many unique career opportunities across its two major employment divisions — General Government and the City of Gainesville’s utility service provider, Gainesville Regional Utilities.