Position: Contracts & Procurement Specialist

Reports to: Finance Director

Emergency Classification: Essential

FLSA Classification: Non-Exempt

Pay Grade: 109

Position Summary

The Contracts & Procurement Specialist will be responsible for managing the procurement processes and contracts for the municipality, ensuring compliance with legal and regulatory requirements. This role involves coordinating with various departments, vendors, and stakeholders to acquire goods and services efficiently and cost-effectively while upholding the town's standards of professionalism and integrity. The Contracts & Procurement Specialist serves as a key advisor on contract management and procurement strategies and works collaboratively with various departments to meet the Town's operational and strategic needs.

Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

• Draft, review, and finalize contracts with vendors and service providers.
• Monitor contract performance, renewals, expirations, and terminations to ensure compliance with contractual obligations, timely renewals or closures, and adherence to organizational policies and regulations.
• Coordinate contract negotiations and revisions with internal stakeholders and external parties as necessary.
• Maintain accurate records of contracts, including key terms, renewal dates, and obligations.
• Assess and improve the contract system for completeness, organization, and compliance; identify gaps and implement a standardized process for efficient contract tracking and retrieval.
• Create and maintain a filing system that ensures all contracts are accessible, up-to-date, and aligned with best practices and Town standards.
• Assist in the development and implementation of contract management processes and procedures to streamline operations and improve efficiency.
• Review and process contract renewals in a timely manner, maintaining accurate records of renewal dates and obligations.
• Ensure compliance with contractual requirements, including confidentiality, intellectual property, and data protection provisions.
• Identify potential risks and opportunities associated with contract terms and proactively communicate them to management.
• Develop and implement procurement strategies, policies, and procedures that align with the municipality's goals, ensuring efficient and cost-effective procurement of goods and services while adhering to legal and industry standards.
• Ensure procurement activities comply with federal, state, and local laws, as well as internal policies. Assess and mitigate risks associated with procurement activities and vendor relationships.
• Collaborate with finance and department heads to ensure that procurement activities are within budget. Review and track expenditures and identify cost-saving opportunities without compromising quality.
• Maintain accurate and organized records of procurement activities, contracts, and vendor agreements. Provide reports and updates to executive leadership on procurement status, budget impacts, and vendor performance.
• Provide procurement training and guidance to internal staff, ensuring that all involved in purchasing activities understand procurement procedures, compliance requirements, and vendor management best practices.
• Address and resolve procurement-related disputes between the municipality and vendors or suppliers, ensuring fair and equitable outcomes while minimizing risks and costs to the town.
• Leverage procurement software to streamline purchasing processes and explore innovative procurement technologies to improve efficiency and transparency.
• Prepare and present reports on procurement activities, contract status, and compliance issues.
• Ensure procurement processes adhere to ethical standards, public procurement laws, and Town policies
• Coordinate and manage the bidding process, including the preparation and distribution of Request for Proposals (RFPs), Request for Quotes (RFQs), and Invitations to Bid (ITBs). Evaluate submissions, facilitate pre-bid meetings, and make recommendations for contract awards based on value and compliance.
• Establish and maintain positive relationships with vendors and suppliers. Conduct regular vendor assessments to ensure they meet performance standards and comply with the terms of the contract.
• Evaluate vendor proposals, bids, and qualifications to ensure compliance with specifications and regulatory requirements.
• Conduct vendor outreach, evaluation, and selection to establish and maintain a diverse and qualified vendor base.
• Stay informed about relevant laws, regulations, and industry standards related to contracts and procurement practices making suggestions for updates and enhancements to current processes as needed.
• Prepare and distribute correspondence, reports, and presentations pertaining to the department as needed.
• Handle inquiries and requests from internal and external stakeholders in a professional and timely manner.
• Provide written updates and reports pertaining to the department and other assignments as directed.
• Attend courses, seminars and other educational opportunities in order to maintain an updated understanding of relevant regulations and standards.
• Attends meetings and events as assigned.
• Perform emergency response tasks and assignments as directed.
• Perform other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

REQUIREMENTS:

Education, Certification, and Experience:

• Bachelor's degree in Business Administration, Public Administration, Procurement, Finance or related field.
• Minimum of three (3) years of working experience in contracts or procurement, ideally within a public-sector or municipal environment.
• Current Certified Procurement Professional (CPP) certification preferred.
• Knowledge of federal procurement standards as set forth in 2 C.F.R. §§ 200.317-200.327.

***Relevant work experience may substitute on a year for year basis for education requirements.

Knowledge, Skills, and Abilities:

• Strong understanding of contract principles, procurement regulations, and legal standards applicable to public sector procurement processes.
• In-depth knowledge of various procurement methods (e.g., competitive bidding, request for proposals, sole sourcing), contract administration, and sourcing strategies.
• Ability to manage and oversee procurement budgets, track expenditures, and conduct financial analysis to identify cost savings and ensure fiscal responsibility.
• Proficiency in managing relationships with vendors, including negotiating contracts, evaluating vendor performance, and resolving disputes.
• Ability to analyze procurement data, trends, and performance metrics. Skilled in preparing and presenting reports, including expenditure tracking and cost-benefit analyses.
• Strong project management skills to oversee procurement timelines, ensure timely contract execution, and maintain accountability for deliverables from suppliers and vendors.
• Excellent written and verbal communication skills to interact with vendors, colleagues, department heads, and other stakeholders. Ability to explain complex procurement procedures clearly and concisely.
• Strong critical thinking skills to address procurement-related challenges, develop solutions, and make informed decisions under pressure.
• High attention to detail for reviewing contracts, monitoring compliance, and ensuring all procurement processes align with legal and policy requirements.
• Familiarity with procurement software (e.g., ERP systems), e-bidding platforms, and Microsoft Office Suite. Experience using software to streamline procurement operations.
• Knowledge of ethical standards in public procurement and the ability to uphold transparency, fairness, and compliance throughout the procurement process.
• Understanding of specific challenges, legal constraints, and best practices within public sector procurement, particularly in a municipal setting.
• Strong understanding of state and local laws governing purchasing, contracts, and bid processes.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
• Ability to work independently and collaboratively in a fast-paced, ever evolving environment.
• Flexibility to attend meetings and respond to emergencies outside of regular business hours as needed.
• Working knowledge of record maintenance principles and techniques.
• Ability to establish and maintain effective-working relationships with supervisor, co-workers, council members, contractors and all others contacted in course of work.
• Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.
• Ability to follow oral and written instructions.
• Ability to organize work for timely completion.
• Ability to perform arithmetic computations accurately and quickly.
• Ability to regularly attend work and arrive punctually for designated work schedule.
• Ability to articulate ideas effectively and confidently, demonstrating a capacity to speak publicly at meetings as necessary, ensuring clear communication and engagement with stakeholders.

Physical Requirements:

• Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Task involves prolonged periods of working at a desk utilizing a computer and keyboard.

Environmental Requirements:

• Task is regularly performed without exposure to adverse environmental conditions unless as assigned under emergency conditions.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires oral communications ability.

***The Town of Fort Myers Beach is an Equal Opportunity Employer and a DFWP.