Assistant Director of Procurement & Contracts & A&E & Construction Services

General Function

The Assistant Director of Procurement & Contracts assists the Director in planning, organizing, and overseeing procurement and contract administration activities with a primary focus on large-scale design and construction-related projects for the City. This position supports the development, solicitation, negotiation, and administration of complex construction, architectural, engineering, and professional services contracts in compliance with municipal, state, and federal procurement laws and regulations.

This position provides leadership and technical oversight for procurement processes related to capital improvement projects (CIP), construction management, and design services, ensuring competitive, transparent, and timely procurement outcomes. Responsibilities include managing complex competitive solicitations (e.g., RFQs, RFPs, ITBs), contract execution, change orders, and vendor performance for high-value and high-risk projects.

This position works closely with internal stakeholders to ensure procurement strategies align with project schedules, funding requirements, and regulatory standards. The Assistant Director exercises independent judgment, applies advanced procurement and contract administration expertise, resolves complex procurement issues, and may act on behalf of the Director as assigned. Work is performed with considerable initiative under the general direction of the Director of Procurement.

Essential Duties and Responsibilities

• Assists the Director in managing day-to-day operations of the Procurement and Contracts while also ensuring compliance with all applicable laws, regulations, and City policies.
• Provides oversight and guidance for purchasing activities, competitive solicitations, contract administration, and vendor relations.
• Reviews and approves requisitions, purchase orders, bid specifications, scopes of work, and contract documents within delegated authority.
• Captures and maintains procurement and contract records, including bid files, contract logs, vendor data, inventories, and audit documentation.
• Assists departments with procurement planning, specification development, sourcing strategies, evaluation committee processes, and contract interpretation.
• Participates in contract negotiations, contract renewals, amendments, extensions, and performance monitoring.
• Supports the Director in policy development, updates to purchasing procedures, and implementation of process improvements to enhance efficiency and accountability.
• Reviews and resolves complex purchasing issues, vendor disputes, and contract compliance concerns; recommends corrective action when necessary.
• Provides staff leadership through training, mentoring, performance oversight, and ensuring adherence to ethical procurement standards.
• Assists in budget preparation for the division and monitors expenditures related to procurement operations, warehouse activities, and contracted services.
• Prepares reports, analyses, and presentations regarding procurement activity, contract status, compliance findings, and cost-savings initiatives.
• Represents the department at meetings, evaluation committees, and public presentations; may attend City Council meetings to support recommendations for award or in the absence of the Director.
• Serves as Acting Director in the absence of the Director or when delegated.
• Serves as a contact and participant during activation of the Emergency Operation Center (EOC).

Requirements

• Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, Accounting, or a related field.
• Four (4) years of progressively responsible administrative and management experience in a governmental purchasing operation, including a minimum of two (2) years of experience leading complex multi-party negotiations for the procurement of goods and services and working on Requests for Proposals, Requests for Qualifications, and Invitations to Bid.
• Must possess at least one of the following Certifications: CPPB, CPPO, CPM, or NIGP-CPP.
• Extensive knowledge of public purchasing methods, competitive solicitation processes, contract management practices, and inventory/warehouse operations.
• Thorough knowledge of federal, state, and local laws, ordinances, and regulations governing public procurement.
• Ability to analyze procurement requests, develop specifications, evaluate bids/proposals, and make sound purchasing decisions.
• Strong ability to draft, interpret, and administer contracts, agreements, amendments, and procurement-related documents.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook) and experience with purchasing or financial management software; experience with governmental ERP systems preferred.
• Ability to communicate effectively, professionally, and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships with staff, departments, vendors, and the public.
• Ability to lead, train, evaluate, and coordinate staff in a fast-paced and deadline-driven environment.
• Must be able to read, write, and comprehend oral and written instructions.
• Must possess a valid Florida driver’s license with a clean driving record.
• Must successfully pass a background screening process.