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Under the supervision of the Financial Services Director, the purpose of the position is to preparesolicitations and proposals and multi-year procurement contracts for goods and services needed for all departments and functions within the Village of Indiantown.

Select Duties and Responsibilities:

• Ensures compliance with approved Village Procurement Policy and all related procedures includingall applicable regulatory and State and Federal statutory requirements; prepares and submitsupdates for approval and implements accordingly.
• Advises user departments in determining purchasing needs and selection criteria andrequirements; reviews purchase orders for accuracy and compliance with policies and approvesaccordingly.
• Assists departments in developing specific short and long-range objectives for the attainment ofvarious goods and services; performs analysis on cost comparisons and evaluates quality andsuitability of specified commodities.
• Develops and responsible for written policies and procedures related to purchasing and contractfunctions.
• Prepares quotes, bid proposals, and requests for quotations by working directly with departmentstaff and vendors; analyzes and documents solicitation responses throughout the procurementprocess.
• Manages pre-bid conferences and selection committees; prepares contracts for legal review andapproval by the Village Attorney, Village Manager, and Village Council.
• Oversees records and files of requisitioned items quoted and bid analysis purchase ordersequipment specifications and technical reference information.
• Establishes vendor relationships and monitors vendor performance;makes recommendationsor changes in procurement sourcing based on performance delivery, cost, and overall results.
• Prepares and analyzes statistical data on commodities procured and related volume metrics ofrequisitions and purchase orders by requisitioner department and division; provides support to theFinancial Services Director in successful and timely completion of the annual financial audit.
• Obtains and interprets market prices and trends applicable to procurement issues; performs as awork-group leader on projects and trains new department requisitioners.
• Maintains current knowledge of regulatory and legislative developments affecting purchasingreporting functions to ensure proper application to responsibilities under charge.
• Conducts research and resolves discrepancies with vendor invoices, payment vouchers, and revenuevoucher receipts; escalates to department directors and/or the Financial Services Director asrequired.
• Responsible for developing detailed logs and schedules for departmental tasks andprocedures.
• Performs with initiative and independence in the performance of assigned duties; plansprioritizes, and completes tasks within established and required time frames; creates and managesdocumented processes and procedures for position duties as required and as approved by theFinancial Services Director or Village Manager.
• Develops and proactively updates financial metrics and dashboards related to procurementfunctions and processes under charge; develops ad-hoc reports as needed or requested.
• Communicates with Village departments and external vendors regarding payment processing andworkflow-related issues; responds to inquiries concerning status updates and general inquiries;follows up and resolves in a timely manner.
• Comfortable with leveraging technology to maximize the efficiency, consistency, and accuracy ofdepartmental business process workflows and to help implement business process improvement;participates as required in the testing of newly implemented or upgrades in information systemsrelated to the Financial Services Department.
• Demonstrates critical thinking and applies principles of sound logic; identifies and definesproblems, obtains empirical evidence, and draws valid conclusions.
• Responsible for commun cation with management and staff with changes and developments withinareas of awareness and assignment; escalates issues to the attention of management in a timelymanner, as appropriate and as conditions warrant.
• Maintains established organizational/departmental productivity standard.