Job Information
City of Boca Raton Assistant Purchasing Manager in Boca Raton, Florida
Assistant Purchasing Manager
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Assistant Purchasing Manager
Salary
$77,979.00 - $110,000.00 Annually
Location
Boca Raton, FL
Job Type
Full-Time
Job Number
04023
Department
Financial Services
Division
Purchasing 12/05701
Opening Date
11/13/2024
Closing Date
12/23/2024 11:59 PM Eastern
FLSA
Exempt
Bargaining Unit
X
Description
Benefits
Questions
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Job Description
The Assistant Purchasing Manager (APM) performs advanced professional, administrative and supervisory work in support of procurement needs for the City of Boca Raton. Working independently under general supervision, the Assistant Purchasing Manager is responsible for planning, managing, and coordinating procurement activities while providing essential support to the Purchasing Manager.
Key responsibilities include fostering a collaborative environment, ensuring compliance with procurement regulations, and implementing strategies that optimize purchasing processes. The Assistant Purchasing Manager demonstrates exceptional interpersonal skills, strategic thinking abilities, and a commitment to continuous improvement, contributing significantly to the coordination of procurement activities city wide.
Essential Functions
Plans, assigns, supervises and reviews the activities of purchasing division staff and manages contracting activities;
Drafts, reviews, and assists the departments in contract management and contract negotiation;
Develops, researches, and reviews specifications, terms and conditions, and related information;
Develops, prepares, reviews, and processes requests for proposals (RFPs), bids, requests for quotations (RFQs), request for qualifications (RFQu) and other procurement solicitations;
Assists departmental representatives regarding the development of project documents and contract negotiations;
Reviews, analyzes, and evaluates proposal submittals, bids and other responses;
Interfaces with the City Attorney's Office, departments, vendors, and others regarding contracts, and other documents;
Processes requisitions, purchase agreements and issues purchase orders;
Conducts bid openings, pre-bids and other procurement meetings in accordance with Sunshine Law
Acts as chairperson for selection committees and assist Department in contract negotiations;
Researches and utilizes cooperative purchasing and intergovernmental contracts;
Advises the purchasing staff, departments and vendors on procurement policies and procedures;
Ensures compliance with State, County and City procurement regulations;
Serves as acting manager of division in the absence of the Purchasing Manager;
Negotiates, prepares, analyzes and revises contracts in the best interest of the City;
Develops training and standard operating procedures for the purchasing division staff;
Keeps abreast of changes in policies, regulations and directives to determine effect on overall operations;
Handles unique and complex procurements and develops solutions to contractual problems;
Develops plans for accomplishment of assigned functions to meet priorities and deadlines;
Maintains assigned annual contracts for various services and commodities utilized by the City Departments;
RELATED TASKS:
Monitors and updates the status of annual contracts listed within Enterprise Resource System
Partners internally to cross train on progressive responsibilities and tasks for future development
Performs analysis and research assignments.
Knowledge, Skills and Abilities
Knowledge of:
Public procurement principles and practices, markets, laws relating to public procurement, federal regulations, and intellectual property (specifically Consultants' Competitive Negotiation Act);
Knowledge of various construction delivery methods, contracts and other procurement documents, and standard office procedures, practices and equipment;
Skilled in:
The use of computers and software applications to a high degree of proficiency
Excellent communication, and problem-solving skills
Excellent command of grammar and ability to write, edit and proofread for accuracy and produce clear and concise written specifications
Microsoft Word, Excel & Outlook.
Ability to:
Establish and maintain effective working relationships with City officials, City staff, and the public
Demonstrate a high degree of attention to detail to proofread and check documents for accuracy
Follow oral and written instructions
Exercise discretion and good judgment in performing the procurement function
Articulate ideas clearly and concisely both orally and in written form
Manage tasks and deadlines in an organized and professional manner.
Learn and effectively utilize the City financial software (Oracle) and electronic bidding software (Ionwave)
Exercise discretion and judgment in performing the procurement function;
Handle multiple tasks concurrently and prioritize workload;
Learn and effectively utilize the City financial software and electronic bidding software (IonWave);
Work independently with minimal supervision;
Minimum and Preferred Qualifications
A bachelor’s degree from an accredited college or university in Public or Business Administration or a closely related field required;
·Five (5) years of experience in the public procurement of materials, equipment, and supplies; and the development and review of contracts required;
Three (3) years of experience in procurement of construction, professional services and complex projects is required;
Certified Professional Public Buyer (CPPB) certification is required.
Possession of a valid State of Florida Class "E" driver's license.
PREFERRED QUALIFICATIONS:
Master’s degree from an accredited college or university in Public or Business Administration or a closely related field
NIGP Certified Procurement Professional (NIGP-CPP) certification or equivalent professional certification preferred.
Experience in procurement of information technology hardware and software preferred;
Supervisory experience with training preferred.
Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.
POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:
Final offer and employment are contingent upon successful completion of the following post offer, pre-employment screening items which may include:
Criminal Background Check
Employment Verification
Motor Vehicles Report (MVR) Check
Employment Credit Check
The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-Opportunity) , Inclusive, Veteran's Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of ServiceAccrual
0 to 5 full years8 hours per month
5 to 10 full years10 hours per month
10 to 15 full years12 hours per month
15 full years and over14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of servicePercentage
Less than 2 full years0%
2 to 5 full years10%
5 to 10 full years20%
10 full years or more30%
Retirement (normal, early or disability)50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year - Paid during the month of December.
Year of ServiceBenefit
5 to 10 full years$600 annually
10 to 15 full years$800 annually
15 full years and over$1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.