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Job Title: Procurement Coordinator

Performs responsible administrative and technical work coordinating and administering the City's procurement activities. Responsible for conducting competitive solicitations, managing procurement records, coordinating contract administration, and assisting City departments in acquiring goods and services in compliance with applicable federal, state, and local laws and City policies. Work requires the exercise of independent judgment and initiative in coordinating procurement processes and ensuring compliance with public purchasing requirements.

Duties and responsibilities include:

• Serving as the City's primary coordinator for procurement activities within established policies and delegated authority and providing guidance to departments on procurement requirements and procedures.
• Coordinating procurement activities for City departments in accordance with applicable federal, state, and local laws, City ordinances, and procurement policies and procedures.
• Administering competitive procurement processes including Invitations to Bid (ITB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and Requests for Quotes.
• Preparing bid specifications, solicitation documents, legal advertisements, and procurement schedules.
• Coordinating and conducting pre-bid conferences, solicitation openings, and bid tabulations.
• Reviewing and analyzing bids, proposals, and quotations to ensure responsiveness and compliance with procurement requirements.
• Preparing procurement recommendations and supporting documentation for review by the Finance Director or City administration prior to contract award.
• Coordinating with City departments to determine procurement needs and assisting in developing specifications for goods, services, construction, and professional services.
• Processing purchase requisitions, purchase orders, and change orders and ensuring required documentation is complete.
• Maintaining procurement and contract records including bids, contracts, amendments, insurance documents, and vendor files.
• Tracking contract expiration dates and coordinating contract renewals or re-solicitations.
• Communicating with vendors regarding procurement opportunities, specifications, and compliance requirements.
• Assisting City departments in identifying cooperative purchasing opportunities, state contracts, and other cost-effective procurement options.
• Ensuring procurement activities comply with City purchasing policies and procedures, applicable federal and state laws, and grant or audit requirements.
• Maintaining procurement information within the City's financial or enterprise resource planning system.
• Preparing reports, summaries, and documentation related to procurement activities and audits.
• Handling City compliance with its grant providers, including capital project grants.
• Providing guidance to City personnel regarding procurement procedures and purchasing requirements.
• Performing related duties as assigned.

Minimum qualifications include:

• Sixty (60) college credits from an accredited college or university.
• Two (2) years of public sector procurement experience involving the preparation or administration of competitive solicitations (such as ITBs, RFPs, or RFQs), contract administration, or purchasing compliance.
• Experience administering formal public procurement solicitations is highly desirable.
• Additional relevant procurement experience may substitute for education on a year-for-year basis.

Licenses:

• Valid Florida Driver's License.

Preferred qualifications include:

• Experience with municipal procurement procedures.
• Experience using financial or enterprise resource planning systems.
• Professional procurement certification such as CPPB, CPPO, NIGP-CPP, or CPM is desirable but not required.

Important information:

Applicants should fully detail their work experience on the application form or risk disqualification. Applicants are also required to upload a current resume summarizing their relevant work experience, education, and qualifications. This is a full-time position with benefits. The regular work schedule is Monday through Friday, 8:00 a.m. to 4:45 p.m. This position is covered under the City of Miami Springs General Employees' Pension Plan, which requires a mandatory pre-tax employee contribution. The contribution rate fluctuates annually and is 5.87% for Fiscal Year 202526. Salary placement will be based on experience, qualifications, internal equity, and prior compensation. Veterans' Preference points are awarded in accordance with F.S. 295.07. If Veterans' Preference is being claimed, it must be indicated on the application form, and proper documentation, such as form DD-214 (Member 4), should be uploaded and submitted with the application. Applicants must provide a valid email address in order to receive notices of required testing and eligibility. Applications/resumes submitted for City employment are public records governed by Florida law. No faxed or emailed applications will be accepted. Prior to employment, candidates will be required to pass a criminal background check, physical, and drug screening.

The City of Miami Springs is an equal opportunity employer and does not discriminate on the basis of gender, race, color, marital status, age, religion, national origin, disability, veteran status, or sexual orientation. Individuals with disabilities who need reasonable accommodation in the recruitment and/or selection process should submit their request to the Human Resources Department. The City of Miami Springs is an alcohol/drug-free workplace.