Salary : $63,886.00 - $95,829.00 AnnuallyLocation : Finance/IT Department City of Sanford, FLJob Type: FULL TIMEJob Number: 24-00079Department: Finance/ITOpening Date: 09/11/2024Closing Date: 9/25/2024 5:30 PM EasternDescriptionFINANCE/IT DEPARTMENTUnder general direction of the Purchasing Manager, the Purchasing Coordinator performs advanced technical, strategic and professional work and is responsible for all aspect of procurement cycle for the City. Employees in this classification perform detailed work involved in purchasing assigned commodity groups form solicitation initiation to contract closeout, for a variety of commodities, goods and services for the City including the preparation of purchase orders. The Purchasing Coordinator collaborates with the Purchasing Manager and Project Managers on projects associated with constructions and services. The Purchasing Coordinator established and maintains effective communication, both verbal and written with vendors, and City employees engaged in the supply chain and contract management process. Examples of Duties Conducts routine and moderately complex purchasing work and accounts maintenance functions according to generally accepted standard accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work, e.g., bidding, purchasing, billing, payments, receiving.Evaluate requisitions documentation for proper goods and services, issue purchase orders, exercises judgement in appropriate method of procurement policy, how completion requirements are addressed and verifies City Commission approval.Conducts purchasing office technical functions; conducts data management, utilizes specialized software involving general purchasing functions, and conducts bid management.Manages all stages of the sourcing and solicitation selection process (from receipt to award) including performing as non-voting chairperson for evaluation committee meetings. Prepares and issues solicitations, addendums, and other related documentation; manages questions and answers. Responds to emails, phone calls from vendors, interact with department managers, supervisors and general employees in the coordination of purchasing functions, training, p-card program; resolves issues and problems.Coordinates contract issuance as related to solicitations awarded; maintains active contracts, bonds, PO's and COI, cooperation with City Clerk as relevant to maintain items in a current status.Analyzes and maintains active/inactive solicitations, piggyback contracts, criminal background forms, and city contracts database.Develops background information to establish reports and analysis to determine responsiveness and responsibility of bidders and proposers, including comprehensive tabulations and analysis.Collaborates with City personnel with daily purchasing requirements, annual contracts and renewals, vendor disputes/resolution, and contract management. Tracks purchase requisitions, purchase orders and invoices; ensures that vendors receive payment in a timely manner and investigates any outstanding purchase orders, invoices or inquiries from vendors, employees or others.Establishes and maintains filing systems for financial area of responsibility; ensures training of department staff in accessing file management system.Collaborates with Purchasing Manager in development and updates to procurement policies and procedures.Conducts various administrative support duties relevant to accounting duties, e.g., filing materials, copying, scanning documentation, entering data into the appropriate computer system.ADDITIONAL POSITION FUNCTIONS Reviews and assign commodity and services codes which drives the selection of vendors/contractors to receive initial notification about specific solicitations.Analyzes and evaluates criminal background checks for construction projects.Coordinates with the vendor community to resolve basic e-procurement issues & the vendor registration process. The purchasing analyst functions as a link between the organization and its vendors. Provides vendor list entry and maintenance, receives and accounts for timely receipt of responses to solicitations, processes requests for information regarding solicitations, and requests associated with the F.O.I.A.Performs related duties as directed when such duties are a logical, ethical and appropriate assignment to the position.Participate in department and staff meetings and other related activities.Provides support to the Purchasing Manager. Follows retention requirements of public records pursuant to Florida Statutes Chapter 119 Public Records and the Florida Department of State, General Records Schedule. Minimum QualificationsNEW HIRE INCENTIVEup to 10% of the minimum of the new hire employees' position paygrade.***Incentive Agreement Required***Associate's Degree and a minimum of three (3) years purchasing experience and/or accounting support functions or closely related experience. Government agency experience is preferred. Employee shall obtain the National Incident Management System ICS-100 Introduction to the Incident Command System and IS-700 National Incident Management System, An Introduction within six (6) months of employment. The following courses are designed to provide a baseline, as they introduce basic NIMS and ICS concepts and provide the foundation for higher-level Emergency Operations Center (EOC), MACS, and ICS-related training. Supplemental InformationKnowledge (intermediate to advanced level) of local, state, and federal rules and regulations affecting work.Skill in performing routine to moderately complex mathematical computations and tabulations accurately and efficiently; intermediate level business mathematics, including addition, subtraction, multiplication, division, percentages and decimals.Considerable knowledge of pre-established local, state, and federal policies, procedures and regulatory requirements applicable to the work.Ability to utilize standard office equipment, personal computer, and standard Microsoft Office Suites e.g., Outlook, Word, Excel, and Adobe Acrobat DC.Ability to communicate professionally verbally and in writing.Ability to establish and maintain effective working relationships with the general public, employees, division and department heads, public/private sector contacts.Ability to organize work, prioritize, meet established deadlines, follow up on assignments with minimum direction and maintain focus when emergency or urgent requests occurAbility to interpret a variety of instructions in written, oral, or schedule form.Make independent judgement as to the purchase of commodities relatives to quality, price, and delivery to organize and expedite orders.PHYSICAL REQUIREMENTSWhile performing the essential functions of this job the employee is regularly require to prolonged periods of time sitting at a computer, standing, walking, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and lift and/or move up to 25 pounds. This position is regularly required to use vision, speech, and hearing, with or without assistive devices. While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. THE CITY OF SANFORD IS A DRUG FREE WORKPLACEPart of the City of Sanford's success is due to the efforts and loyalty of employees of our City. The City of Sanford offers a comprehensive benefits package to its Regular (not Temporary) employees, elected officials, and retirees. In assessing our comprehensive programs, the City has taken great care to seek a fair balance between business needs and employment security. There are many options available which afford City staff with coverage to best suit individual and family needs. In many cases, deductions are available on a pre-tax basis. The City engages in periodic Request for Proposals for benefits to ensure premiums and coverage's remain competitive and comprehensive and help provide employees with financial security. We welcome ideas and suggestions from our covered members.City benefit offerings provide a competitive edge for employment recruitment and retention. In some cases the City funds 100% of the benefits; in most cases City subsidies are common.Medical Insurance, Dental Insurance, Vision Insurance, Health Reimbursement Account, FRS Retirement Plan, Paid Time Off (General/Fire Employees), Paid Sick Leave/Paid Vacation Leave (Police), Bereavement Leave, Paid Military Leave, EAP Program, Short Term Disability Insurance, Paid Employee Life Insurance (1 x annual salary), Paid Holidays for most positions (# of days depends on position), Paid Jury Duty, Worker's Compensation, Social Security/Medicare (50%), Protective Safety Equipment, Uniforms.Supplemental BenefitsHospitality Indemnity Plan, Personal Cancer Indemnity Plan, Critical Illness,Voluntary Employee Supplemental Life Insurance, Dependent Life Insurance, 457 Deferred Compensation Retirement Plan, Short Term Disability, 10 Year Level Term Life Insurance.Other BenefitsFitness Center, Wellness Center for members of City's Health Insurance program, Wellness Incentive Program, Employee Assistance Program, Bi-Weekly Pay Checks, Direct Deposit, Employee Recognition Events, Free Flu Shot, Free Parking, Bi-Lingual Pay, New Hire Incentive w/Signed Agreement, Safety Incentive program.Flexible Spending AccountSection 125 Cafeteria Plan Flexible Spending Accounts (FSAs) allow employees to set aside dollars on a pre-tax basis to pay for dependent day care and medical, dental, and vision expenses that are not covered by insurance. Employees can contribute up to $3,050 on a pre-tax basis for medical expenses. Dependent day care expenses are set by the IRS at a maximum of $5,000 per plan year. Employees should estimate expenses to be incurred carefully, as penalties may be imposed by the IRS. For more information please contact our benefits department.New Hire IncentiveA. Pre-employment conditionsIf an employee voluntarily executed an Employee Recruitment Incentive Program Agreement prior to the date of hire upon employment, the new employee will receive:(i). 5% of the minimum of the newly hired employee's authorized position pay grade to be paid in the employee's initial paycheck.(ii). 5% of the minimum of the newly hired employee's authorized position pay grade in which they were initially hired to be paid after the latter of either:
- Successful completion of the probationary period, or
- All conditions within the new employee employment letter have been fully and successfully satisfied such as, by way of example only, CDL license, plant operator license, etc.
(iii). No payment if a new employee declines to execute an Employee Recruitment Incentive Program Agreement.B. Post-employment conditions.If an employee voluntarily executed an Employee Recruitment Incentive Program Agreement after employment with the City and within 30 days from the date of hire, the employee will receive:(i). 3% of the minimum of the newly hired employee's authorized position pay grade to be paid in the employee's initial paycheck.(ii). 3% of the minimum of the newly hired employee's authorized position pay grade in which they were initially hired to be paid after the latter of either:
- Successful completion of the probationary period, or
- All conditions within the new employee employment letter have been fully and successfully satisfied such as, by way of example only, CDL license, plant operator license, etc.
C. The Employee Recruitment Incentive Program Agreement shall, at a minimum, provide that if the employee should leave City employment for any reason, whether voluntarily or involuntarily, within 36 full months after the date of hire, the employee will reimburse the City according to the following schedule:(i). If termination is less than 12 full months of employment with the City: 100% of all incentives paid by the City to the employee shall be reimbursed to the City.(ii). If termination is 12 months or more, but less than 24 full months of employment with the City: 75% of all incentives paid by the City to the employee shall be reimbursed to the City.(iii). If termination is 24 months or more, but less than 36 full months of employment with the City: 50% of all incentives paid by the City to the employee shall be reimbursed to the City.(iv). Once the 36 full month period from date of hire has expired and with the employee still employed with the City, the employee shall have no further incentives reimbursement obligations to the City.Excludes temporary positions, positions in which the incumbent has received a new hire or recruitment incentive, all Sanford Police Department sworn personnel and Cadets as the Police Department has an existing New Hire Incentive program for its sworn personnel and Cadets, and all Sanford Fire Department positions requiring either Firefighter/EMT and Firefighter/Paramedics certifications.01 Which of the following best describes your highest level of completed education?
- No High School Diploma and No GED
- High School or GED
- Some College
- Associates Degree
- Bachelors Degree
- Masters or Doctorate Degree
02 What best describes your level of responsible experience in purchasing and/or accounting support functions?
- No experience.
- Some, but less than 1 year of experience.
- 1 year, but less than 2 years experience.
- 2 years, but less than 3 years experience.
- 3 years, but less than 4 years experience
- 4 years, but less than 5 years experience.
- 5 years of experience or greater.
03 What best describes your level of experience with coordinating contract issuance as related to solicitations awarded; maintains active contracts, bonds, PO's and COI cooperation with City Clerk as relevant to maintain items in a current status.?
- No experience.
- Some, but less than 1 year of experience.
- 1 year, but less than 2 years of experience.
- 2 years, but less than 3 years of experience.
- 3 years, but less than 4 years of experience.
- 4 years, but less than 5 years of experience.
- 5 years of experience or greater.
04 What best describes your level of ability to perform routine mathematical computations and tabulations accurately and efficiently?
- No Ability
- Good
- Intermediate
- Excellent
05 What best describes your level of experience in developing background information to establish reports and analysis to determine responsiveness and responsibility of bidders and proposers, including comprehensive tabulations and analysis?
- No experience.
- Some, but less than 1 year of experience.
- 1 year, but less than 2 years experience.
- 2 years, but less than 3 years experience.
- 3 years, but less than 4 years experience
- 4 years, but less than 5 years experience.
- 5 years of experience or greater.
06 What best describes your level of experience in general administrative support functions?
- No experience.
- Some, but less than 1 year of experience.
- 1 year, but less than 2 years of experience.
- 2 years, but less than 3 years of experience.
- 3 years, but less than 4 years of experience.
- 4 years, but less than 5 years of experience.
- 5 years of experience or greater.
07 What best describes your ability to utilize personal computers, standard office equipment and standard software applications, e.g., word processors, database software, spreadsheet applications?
- No experience.
- Beginner
- Intermediate
- Advanced
08 What best describes your records management related experience in regards to Florida Statue 119 and the Florida Records Schedule GS1-SL for State and Local Government Agencies as it relates to this position?
- No experience
- Some, but less than 1 year of experience.
- 1 year, but less than 2 years of experience.
- 2 years, but less than 3 years of experience.
- 3 years, but less than 4 years of experience.
- 4 years, but less than 5 years of experience.
- 5 years of experience or greater.
Required Question