DescriptionUnder the general supervision of the Procurement Director, this employee is responsible for administering the County’s contracting process from solicitation creation to contract execution and assisting with the development, negotiating, and reviewing of County procurement contracts. Requires a high level of interdepartmental cooperation with all County departments.
Examples of Duties- Ensures compliance with County-wide contracting policies.
- Issues formal solicitations for goods, services, professional services, and construction.
- Reviews, plans, and prioritizes daily, weekly, and monthly work assignments to meet the operational goals of the Department.
- Reviews purchase requisitions for completeness to include; contract or purchase order term, appropriate attachments, and compliance with County Policies.
- Develops an understanding of legal issues to determine appropriate level of engagement by County Attorney staff.
- Processes requisitions and change order requests.
- Reviews, processes, and manages contracts, amendments, work authorizations and contract change orders by reviewing submissions, approving contracts that meet standards, and collaborating with departments to adjust when needed.
- Assists with creating training materials and develops and conducts training programs for County staff responsible for the contracting of goods, services, professional services, and construction.
- Acts as Procurement Department team lead, which includes, but is not limited to answering questions from team members, providing resources, reviewing work products and providing feedback.
- Revises procurement templates and forms, as necessary.
- Collaborates with other County departments, the County Attorney Office, the Clerk of Clerk's Office, and Finance staff to continuously improve the contracting and procurement process.
- Develops policy and procedure recommendations for continuous improvement of solicitation and contracting processes.
- Provides support in resolving issues and discrepancies; maintains communication with internal customers providing support and timely information.
- Assists in the overall implementation of goals and objectives for the department to include the establishment of purchasing schedules and the implementation of policies and procedures.
- Assists County department/division staffs in the preparation of invitation to bids (ITB), requests for proposals (RFP), request for qualifications (RFQ), contracts, amendments, and other related procurement documents.
- Ensures a structured schedule is in place to enable adequate contract management and administration.
- Ensures the appropriate terms and conditions are applied to best allocate, manage, and control risk.
- Assists with the resolution of contract discrepancies.
- Ensures proper approval and documentation is submitted throughout the contract approval process
- Assists in the Formal Bid, Request for Proposal (RFP), Request for Qualifications (RFQ) processes to include bid and proposal openings at specified times and reviewing and recommending award of bids and proposals.
- Provides advice on the interpretation of the procurement policy and procedures to resolve contract issues and questions.
- Prepares and maintains reports on purchase-related activities and metrics.
- Acts as an advisory resource on large and/or complex sourcing plans.
- Provides post award contractual advice and support.
- Interacts with County staff to become familiar with customers' goals and requirements
- Prepares special reports as needed.
- Functions in various capacities and completes special projects as required by the County’s Procurement Director.
- Attends trade shows and conferences and engages in professional development to attain or retain professional certifications.
- Performs other duties of a similar nature and level as assigned.
- Interacts and communicates with various groups and individuals such as the immediate supervisor, co-workers, County personnel, Board/Committee members, vendors and the general public.
- Operates a variety of equipment, which may include a computer, copier, telephone, calculator, printer, scanner, etc.
- Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.
- Performs related duties as required.
(These essential functions are not a complete statement of all duties required of the job. Employees will be required to perform such other related job duties as may be assigned or required.)
Typical QualificationsRequires a Bachelor's degree supplemented by two (2) years progressively responsible procurement experience which includes developing solicitations, contract management and contract administration or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must have experience with E-Procurement systems. May require a valid State Driver’s License.
Preference will be given to individuals designated as a Certified Professional Public Buyer (CPPB) and/or Certified Professional Contracts Manager (CPCM) and with municipal government purchasing experience.
Supplemental Information- Knowledge of the methods, policies and procedures of the Department and County as they pertain to the performance duties of the Senior Procurement Specialist.
- Knowledge of the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
- Knowledge of the organization of the County and of related departments and agencies.
- Knowledge of public or municipal purchasing methods, principles, practices, operations, services, and activities including legal requirements governing purchases and contracts as defined in County Policies and Florida Statutes.
- Knowledge of volume buying and competitive bidding practices.
- Knowledge of modern office practices and procedures, including the use of various applications (i.e., Microsoft Word, EXCEL, and financial business software experience).
- Knowledge of business English and mathematics.
- Professional, Non-Professional and Construction services commonly procured in municipal governments.
- Knowledge of principles and practices of program administration and management.
- Knowledge of principles and applications of critical thinking and analysis.
- Knowledge of principles and methods of qualitative and quantitative research.
- Knowledge of best practices, trends, and emerging technologies.
- Knowledge of principles and practices of procurement administration.
- Knowledge of modern budget practices.
- Knowledge of applicable federal, state, and local laws, codes, regulations.
- Knowledge of customer service principles.
- Knowledge of modern office technology.
- Ability to Establish and maintain business relationships in support of procurement function.
- Ability to research industry trends, solutions, and best practices.
- Ability to interpret and apply applicable laws, codes, regulations, and standards.
- Skilled at Providing customer service.
- Skilled in utilizing a computer and relevant software applications.
- Skilled in source selection processes including price competition.
- Skilled in contract negotiation and formation, contract management, and contract administration processes.
- Skilled in contract category management.
- Ability to use computer applications including spreadsheets, databases, and word processing software.
- Ability to proficiently use computers and modern software applications.
- Ability to effectively communicate both orally and in writing.
- Ability to exercise good judgment, tact, and diplomacy.
- Skilled in using automated purchasing systems.
- Ability to Provide relationship management to assigned customer departments.
- Ability to self-manage tasks and associated deadlines.
- Skilled in administering procurement processes and monitoring program compliance.
- Ability to gather data, analyze findings, and apply logic and reason.
- Skilled in monitoring purchasing and/or contract schedules, status, and compliance.
- Ability to organize and maintain program/process documentation, schedules, records, and files.
- Skilled in coordinating deadlines and prioritizing competing demands.
- Skilled in utilizing communication and interpersonal skills as applied to interaction with coworkers, department heads, the public and others to sufficiently exchange or convey information and to receive work direction.
- Ability to process contracts through digital signature software.
- Ability to work under stressful conditions as required.
- Ability to react calmly and quickly in emergency situations.
ESSENTIAL PHYSICAL SKILLS: - Tasks may require extended periods of time at a keyboard or workstation.
- Stooping
- Working with hands and fingers
- Kneeling
- Bending
- Crouching
- Reaching
- Standing
- Walking
- Lifting and carrying up to 10 lbs.
- Pushing and pulling
(Reasonable accommodations will be made for otherwise qualified individuals with a disability)
WORK ENVIRONMENT: - Works inside in an office environment.
ADDITIONAL INFORMATION: Incomplete applications will not be considered. Applications will continue to be received until the listed closing date or the position is filled, whichever is earliest. Submission of an application does not guarantee the applicant an interview. Applicants will be subject to a criminal background check.
Nassau County is an Equal Opportunity Employer and a Drug Free Workplace. Nassau County values the service veterans and their family members have given to our country and that the County supports the hiring of returning service members, military spouses, and their family members as such this position is eligible for Veterans’ Preference in accordance with applicable laws.
The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this position. This position may be required to work in a safety sensitive capacity at any time based on emergency declaration or other operational need. Nassau County reserves the right to edit or re-write this job description at any time.
An organization is only as good as the people it employs. To attract and retain the best team possible, the
Nassau County Board of County Commissionersoffers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.
BOCC-Contributed Benefits - Medical & Prescription Drugs Benefits
- Health Savings Account (HSA) Contributions with a Qualified Plan
- Florida Retirement System
- Employee Assistance Program
- Tuition Assistance Program
Optional Benefits - Dental
- Vision
- Life & AD&D
- Supplemental & Dependent Life & AD&D Insurance
- Long Term Disability
- Voluntary Benefits Offered By Aflac and/or Colonial
- 457(b) Deferred Compensation Program
- Roth IRA
NOTE: For detailed information regarding available benefits click here.
FLORIDA RETIREMENT SYSTEM (FRS)The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee. Employees are required to contribute 3% of their salary per Florida Statute.
TUITION ASSISTANCE PROGRAMThe County may provide tuition assistance to cover the cost of tuition and books to County employees requesting tuition reimbursement for courses at an accredited college or university which are applicable to the employee's field of work and/or are of such nature to directly prepare employees for positions of greater responsibility within the County. Contact the Human Resources Office for additional details.
HOLIDAYSThe following, as well as any other days the BOCC may declare, are designated as official holidays for County Employees:
New Year's Day
Martin Luther King, Jr. Day
Presidents Day
Good Friday
Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
The Day After Thanksgiving
Christmas Eve
Christmas Day
PTO LEAVE All full-time employees shall accrue Paid Time Off (PTO) Leave in accordance with the following formula:
Years of Employment Hours Per Year 0 through the end of the 4th year 180
5 years through the end of the 10th year 200
11 years through the end of the 15th year 220
16 years and over 240
For additional information please view Nassau County's Policies & Procedures .
