PURCHASING AGENT - FEDERAL GRANTS

About the role

This is a Full-Time, Non-Exempt Non-Bargaining position based on a 40-hour work week with an hourly range of $32.34 – $43.53. The individual in this position will work in the City Hall Building located at 7 North Dixie Highway, Lake Worth Beach, FL 33460. All candidates must be United States citizens. This position requires Monday through Friday in-person presence in the office; remote work is not permitted. Positions covered under this GRIP Grant will expire/terminate in accordance with the grant’s timeline; this position will expire on the same date that the grant expires. The employee will be required to work in two different offices during the work week (City’s Finance Department and Electric Utilities).

Responsibilities

• Ensure adherence to City policies, standards, procedures, and other relevant governmental regulations, including compliance with Federal Acquisition Regulation, 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards).
• Process purchase requisitions and issue Purchase Orders; verify available funding via the approved budget, and utilize procurement process in compliance with Federal, State and City procurement regulations.
• Develop and research specifications; review specifications for clarity and compliance with Grid Resilience Infrastructure Partners (GRIP) grant requirements.
• Develop and process invitations for bids, requests for proposals, requests for qualifications, quotations and compliance checklists; solicit, receive, and analyze competitive bids, requests for proposals, requests for qualifications and quotations; develop council recommendation letters for award and monitor vendor performance; assist departments in contract management.
• Develop and draft various contract documents, in conjunction with departments, management and the legal department, for the acquisition of goods and services and construction projects; conduct bid openings, pre-bids and other meetings in accordance with the Sunshine law; act as chairperson for procurement selection committees and assist departments in contract negotiations.
• Research a variety of sources and documents to ensure adequacy of specifications in terms of clarity, precision, and related criteria; meet and confer with department representatives regarding preparation for bid packages, bid analysis, evaluation, and award; track modifications, performance monitoring, and GRIP grant procurement requirements.
• Lead reporting for all procurement and purchasing activities as required by the GRIP Grant.
• Manage communication with procurement and grant officials on behalf of the City regarding procurement activities.
• Maintain accurate procurement records, grant documentation, and ensure compliance with federal reporting requirements.
• Ensure all purchasing activities follow GRIP grant guidelines, including regulatory and technical compliance.
• Work in coordination with Warehouse to assist in tracking of all inventory in accordance with the guidelines provided by the Federal grant.
• Assist assigned departments with purchasing activities and perform purchasing activities as needed; seek new methods and practices to improve operational efficiency and effectiveness; issue purchase orders or contracts as applicable after award approval.
• Keep abreast of changes in policies, regulations and directives to determine effect on overall operations; provide training and develop solutions to contractual problems; develop plans for the accomplishment of assigned functions to meet priorities, deadlines and implementation of goals established by management.

Qualifications

• Graduation from an accredited college or university with major course work in business administration, contract management, purchasing or related field.
• A minimum of five (5) years of experience in the procurement of materials, equipment, supplies, contract development and administration, preferably in government organizations.
• A minimum of three (3) years of experience as a procurement professional working in Federal government or municipality with direct involvement in procurement handling federal government grants.

Certificates, Licenses, Registrations

• Current State of Florida driver’s license.
• NIGP CPPB Certification or NIGP designation of Public Procurement Associate (or higher designation) is required or must be obtained within 12 months of employment.

Physical Requirements

• Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking.

Sensory Requirements

• Some tasks require manual dexterity, in addition to visual and hearing acuity; some tasks may involve identifying and distinguishing colors; some tasks require the ability to perceive and discriminate visual cues or signals; some tasks require the ability to communicate orally and in writing.

Additional Requirements

• All full-time employees are considered critical in response to emergency situations and may be deemed essential as needed depending on the situation.
• Employees in this position will be required to complete the FEMA Incident Command System (ICS) Certification Levels 100, 200, 700 and 800 within the first six months of employment. Certain positions may be required to attain additional ICS training as needed.

Benefits

• Vacation and Sick Leave Accruals
• 13 Paid Holidays
• 3 Floating Holidays
• City of Lake Worth Beach Medical Benefits that include Life Insurance, Dental and Vision coverage
• Retirement Plan