Purchasing Specialist II

Salary: $64,845.83 - $103,435.07 Annually
Location : Clearwater, FL
Job Type: Full Time
Remote Employment: Flexible/Hybrid
Job Number: 2024-00147
Division: Finance & Admin Division
Department: Purchasing
Opening Date: 01/04/2024
Position Overview
The Purchasing Specialist II supports the entire agency through administering the coordination, development, preparation, and approval of solicitation documents for goods and/or services of a generally more complex nature pertaining to public water supply. Examples of projects would include specialized professional services with detailed or multi-phased scopes of work, complicated performance specifications or alternate delivery methods of procurement for construction projects which involve a higher risk and level of complexity. In addition, the Purchasing Specialist's duties may include processing requisitions and routine bids and quotations for the agency as workload dictates. Purchasing Specialist II generates reports and analyzes internal data to recommend purchasing strategies to management and end-users. They accomplish purchasing research in performance of solicitations to ensure best practices. Purchasing Specialist II requires a knowledge of State of Florida procurement statutes and Tampa Bay Water policies and procedures. They may also participate in the training of other purchasing and other agency staff. Purchasing Specialist II functions at a subject matter expert level in the field. They must have the ability to communicate clearly with the public, and all levels of both the organization and the supplier community. They must have exceptional project management skills, including organizing and scheduling solicitation tasks to maintain project/maintenance schedules.
Performance is monitored through periodic conferences, reports, and administrative review process.
Essential Functions

• Under general supervision, prepares complex Invitation to Bid, Request for Proposal, Request for Qualifications, Sole Source, and all resulting Contract documents. Prepares draft amendments or change orders as required. Works independently on complex solicitations and requirements and provides guidance to agency staff on procedures.
• Conducts peer review on Bids, Requests for Proposals and other work products for co-workers and the Purchasing Manager.
• Develops and maintains procurement schedule in accordance with project/maintenance schedules.
• Administers, coordinates, and prepares appropriate solicitation documents for items over the statutory $35,000 threshold for the entire agency, including advertising, responses to questions, bid tabulation evaluation, etc., while assuring applicable laws and regulations are followed.
• Coordinates and administers pre-bid calls, pre-proposal conferences, workshops, and site visits with end-users, consultants, and vendors.
• Advises customers on statutes, methods of procurement, and timelines. Consults with General Counsel on legal interpretations and other complicated procurement questions and provides responses to the Purchasing Manager, agency, and department staff as appropriate.
• Analyzes data and presents ideas and information effectively both orally and in writing.
• Able to use considerable initiative, think independently and exercise sound judgment and advise end-users thoughtfully on procurement matters.
• Ability to establish objectives and strategies for assigned commodities and/or end/user customers.
• Performs research to support sole source requests, assist customers in specification/statement/scope of work development to ensure compliance and promote open competition as needed.
• Assists Records Department staff in responding to public records requests.
• Reviews bids and proposal submittals for conformity to quoting/bidding requirements, Minority Business Enterprise (MBE) certification and compliance with scoring criteria.
• Facilitates and Manages Selection Committees including compliance with and training on Sunshine Law, public meetings, and public record requirements.
• Coordinates, prepares, and tracks post-bid notices and documentation.
• May process, convert, obtain signatures, and distribute agency requisitions to purchase orders while checking that purchasing policies are followed.
• Coordinates purchasing procedures with other departments as necessary.
• Prepares routine purchasing reports and maintains records.
• Establishes and maintains project files and related records and databases; and conducts research within files and databases as requested.
• Closes purchase orders in financial computer system at year-end or project-end through notifications/requests from various staff.
• Enters and maintains contract and purchase order information in financial system as requested.
• Prepares agenda item drafts for internal customers.
• Leads and/or participates in negotiations with Project Teams prior to award and in accordance with the Escalation/De-Escalation clause and other situations as markets demand. Conducts research to support positions and evaluate supplier requests.
• Incumbents in this position may also function as the agency's primary or back-up P-Card Administrator which involves maintaining policy and procedures, training staff, interfacing with the P-Card provider and ensuring compliance to agency policies and procedures, producing reports, managing p-card clerks and reconciliation.
• Ability to work flexible hours as needed.
• Observes Safety Policies and Procedures in accordance with the Agency Safety Program.
• Performs related work as directed.

Disaster Service Worker:
Employees of Tampa Bay Water are, by State and Federal law, Disaster Service Workers. In the event of a declaration of emergency, any employee may be assigned activities that promote the protection of public health and safety or the preservation of lives and property, either at the Agency or within the local community or their own community.
Minimum Qualifications
MINIMUM TRAINING AND EXPERIENCE:

• Senior Level position with five (5) years of progressively responsible public purchasing experience involving various types of goods and services, AND
• At least three (3) years of experience in preparing Requests for Proposals/or Requests for Qualifications and managing those processes from drafting through award, including developing scoring criteria with the end-user; and managing the selection committee, AND
• At least five (5) years of experience in preparing Formal Bids and managing that process from drafting through award including pre-bid meetings; addenda drafting and agenda preparation for Board meetings.
• At least three (3) years of experience with financial or automated purchasing/inventory management software systems required.
• Position requires considerable written, oral and computer communication skills.
• Proofreading skills and careful attention to detail.

Preferred Training and Experience:

• Intermediate Level use of Microsoft Word and Excel highly desirable. Basic Level of Power Point helpful. Outlook or similar calendar experience preferred.
• Experience with an e-procurement and/or contract management system such as OpenGov, Ionwave, or Bonfire is preferred.
• Hands-on experience with MUNIS or a similar financial system is preferred (Oracle Financials, SAP, etc.).

EDUCATION REQUIRED:

• Bachelor's Degree from an accredited four-year college or university, preferably concentrated in Business or Public Administration,
• OR an equivalent combination of education, training, and experience.

REQUIRED LICENSES AND CERTIFICATIONS:

• Must possess at least one of the following professional certifications:
  1. Certified Purchasing Manager (CPM)
  2. Certified Professional in Supply Management (CPSM)
  3. Certified Professional Public Buyer (CPPB)
  4. Certified Public Procurement Officer (CPPO)
  5. Certified Procurement Professional (NIGP-CPP)
• Valid driver's license.

MINIMUM STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS:
Physical Abilities: Tasks involve the ability to exert moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (20-50 pounds); may occasionally involve heavier objects and materials (over 75 pounds) with assistance. Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Abilities: Some tasks require the ability to visually perceive and discriminate colors or shades of colors. Some tasks require the ability to perceive and discriminate sounds. Some tasks require the ability to perceive and discriminate depths. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Requirements: Some tasks may be performed with exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, wildlife, noxious fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances, day or night.
Employees in this role must show proficiency and will be rated on the following performance indicators/competencies:

• Job Knowledge
• Work Planning & Initiative
• Communication Skills
• Problem-Solving & Decision Making
• Productivity (Quantity & Quality of Work)
• Interpersonal
• Teamwork

Our Benefits:
Medical and Prescription Program
Dental and Vision
Florida Retirement System
457 Retirement Plans
Basic Life Insurance / AD&D
Long-Term Disability
Paid Vacation and Holidays
Flex Leave
Personal Day
Paid Sick Time
Employee Assistance Program
Medical Flexible Spending Account Program
Dependent Care Flexible Spending Account Program
Longevity Awards/Gifts
Tuition Reimbursement
Wellness Program
Discount Tickets
Pet Insurance
Flexible Work Schedule:
Tampa Bay Water is committed to helping employees balance work, family, home life and personal obligations by offering flexible work arrangements.
Employees may be considered for flexible work arrangements for positions where the flexible work arrangement allows for individual department operations to be fully covered with no expense to productivity and quality.
Flexible work arrangement options available to employees include:

• Adjusted Work Schedule - employee works eight hours per workday but starts work earlier/later in the morning and ends work earlier/later in the afternoon.
• Compressed Work Schedule - employee works 10 hours per workday, reducing the workweek to four days per week.
• Teleworking - employee works part of the workweek at home/alternate workplace.

01
How many years of progressively responsible experience do you have in public procurement?

• None
• 0-3 years
• 3-5 years
• 5-7 years
• 7-9 years
• 9-10 years
• Over 10 years

02
How many years of experience do you have in preparing Requests for Proposals/or Requests for Qualifications and managing those processes from drafting through award, including developing scoring criteria with the end-user; and managing the selection committee?

• None
• 1-3 years
• 3-5 years
• 5-7 years
• 7-10 years
• Over 10 years

03
How many years of experience do you have in preparing Formal Bids and managing that process from drafting through award including pre-bid meetings; addenda drafting and agenda preparation for Board meetings?

• None
• 1-3 years
• 3-5 years
• 5-7 years
• 7-10 years
• Over 10 years

04
How many years of experience do you have with financial or automated purchasing/inventory management software systems?

• None
• 1-3 years
• 3-5 years
• 5-7 years
• 7-10 years
• Over 10 years

05
Please check any of the e-procurement system(s) below that you may have experience with:

• Open Gov
• Bonfire
• Ionwave
• None
• Other

06
If you checked other, please list the e-procurement system(s) you have experience with here.
07
Please check which professional Purchasing certifications you hold (Purchasing Specialist II requirement):

• Certified Professional Public Buyer (CPPB)
• Certified Purchasing Manager (CPM)
• Certified Professional in Supply Management (CPSM)
• Certified Public Procurement Officer (CPPO)
• Certified Procurement Professional (NIGP-CPP)
• None

08
What is the highest level of education you have completed?

• None
• High School or GED
• College Certificate Program
• Associate's
• Bachelor's
• Master's
• Doctoral

09
What is your degree major?
10
Do you have a valid driver's license?

• Yes
• No

Required Question