Procurement Manager

at  City of Hollywood FL

COME TO A CITY THAT BUILDS CAREERS! AS ONE OF THE LARGEST CITIES IN BROWARD COUNTY, THE CITY OF HOLLYWOOD PROVIDES AN ENERGETIC, INNOVATIVE AND COLLABORATIVE WORK ENVIRONMENT FOR ITS EMPLOYEES. WANT TOP NOTCH INSURANCE? WE OFFER LOW COST HEALTH INSURANCE GIVING YOU THE BEST VALUE - MEDICAL, DENTAL, VISION AND FLEXIBLE SPENDING PLANS. NEED WORK LIFE BALANCE? WE HAVE GOT YOU COVERED WITH A 4-DAY WORK WEEK AND AN AWARD WINNING WELLNESS PROGRAM. AND WE DON’T STOP THERE. THE CITY OF HOLLYWOOD PROVIDES A GENEROUS PAID TIME OFF PROGRAM INCLUSIVE OF 13 PAID HOLIDAYS, VACATION LEAVE, PERSONAL LEAVE, AND SICK LEAVE. REPAYING STUDENT LOANS? EMPLOYEES AT THE CITY WITH 10 YEARS OF PUBLIC SERVICE AND ON-TIME PAYMENTS QUALIFY FOR THE FEDERAL STUDENT LOAN FORGIVENESS PROGRAM. LET’S PARTNER TOGETHER AND COME GROW WITH THE CITY OF HOLLYWOOD. APPLY NOW!

For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl

JOB SUMMARY:

This is advanced, professional, administrative, and specialized supervisory work managing and purchasing a wide variety of goods, equipment, and services. Work requires specialized knowledge to evaluate and approve procurement methods applied by Senior Procurement Agents to ensure compliance with Federal, State, and Local laws governing public purchasing in addition to governmental ethical principles and standards. Work also involves assessing the workflow of the day- to-day operations of the Office of Procurement and Contract Compliance and reallocating resources to meet purchasing demands and ensure best practices; assist in developing goals by establishing program plans and levels of services and evaluating progress towards their accomplishments; and preparing complex bid specifications.
The incumbent exercises a considerable degree of independent judgment and professional managerial knowledge in planning and supervising the Office of Procurement and Contract Compliance.. Employee is expected to make independent decisions in conformance with applicable laws, rules, and regulations governing the public purchase of commodities and services as well as standard public purchasing policies. Incumbent will be required to assist Budget Administration in the preparation of the annual operating and capital budgets via market research and solicitation of various budget/financial related professional services. Incumbent will also be required to provide confidential assistance to the City’s collective bargaining representatives in creating and analyzing proposals related to bargaining unit employees.
This employee receives general supervision from the Director of Procurement and Contract Compliance. Supervision is exercised over the Office of Procurement and Contract Compliance who in turn supervise specialized paraprofessionals, and clerical employees.

EDUCATION/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, ABILITIES:

• Extensive knowledge of principles, practices, and techniques of large scale government purchasing.
• Extensive knowledge of laws, ordinances, departmental policies and other requirements governing professional public purchasing.
• Extensive knowledge of approved purchasing methods, including recording, buying, inspection, and shipping methods.
• Extensive knowledge of the techniques and requirements of specifications preparation.
• Considerable knowledge of the various grades and qualities available to the types of commodities and equipment purchased.
• Thorough knowledge of the sources of supply and of market and price trends. Considerable knowledge of the needs of the agencies served.
• Considerable knowledge of accounting practices and procedures, especially as they relate to governmental purchasing.
• Some knowledge of insurance as it pertains to property liability and surety bonds.
• Skills in expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Skills in application of systems analysis techniques and procedures, including consulting with users, to determine hardware, software, or system functional specifications.
• Ability to communicate effectively both orally and in writing.
• Ability to plan, organize and supervise the work of a staff of professional employees.
• Ability to prepare complex specifications, Invitation for Bids (IFB), Request for Proposals (RFP), and Request for Qualifications (RFQ).
• Ability to analyze City purchasing demands and make effective recommendations concerning improved procurement practices.
• Ability to deal effectively with administrative officials and vendors.
• Ability to obtain and interpret market prices and trends and apply these to procurement problems.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

SUMMARY OF BENEFITS FOR EXECUTIVE, MANAGEMENT, & TECHNICAL EMPLOYEES

Executive, Management, and Technical level employees shall accrue two hundred (200) hours of vacation leave per vacation year, except for vacation leave directly approved by the City Commission (the vacation leave year shall begin on October 1st and end on the following September 30th). Employees in these classifications shall be required to utilize eighty (80) hours of vacation during the vacation year for which it is earned or it will be lost at the end of the vacation year (In individual circumstances, the City Manager may determine that vacation that is unable to be used may be paid out rather than lost or may remain in the employees bank). The remaining days may be carried forward and must be used within fifteen (15) months following the vacation year in which the leave is earned or be liquidated by cash payment at the end of the fifteen (15) month period. Such leave that is liquidated by cash payment shall be paid at the employee’s rate of pay when the vacation time was earned. Such leave shall be earned on an accrual basis of 7.69 hours per bi-weekly pay period, except for the leave directly approved by the City Commission.

• Executive, Management & Technical employees accrue eight (8) hours of sick leave per month with no limit on the amount that is accumulated. Accrued sick leave shall be terminally paid at the following rates in relationship to years of service with the City:

Accrued Sick Leave Payout

• Less than five (5) year 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 80% sick leave

Upon the accumulation of 200 sick leave hours, all employees have the option of converting up to forty-eight (48) hours of sick leave to vacation leave.

Employees may participate in the City’s Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of ninety-six (96) hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic or long-term illnesses or injuries.

• Executive, Management & Technical employees shall accrue forty (40) personal leave hours per fiscal year. The personal leave year shall begin on October 1st and end on the following September 30th. Personal leave days will not accumulate from year to year and cannot be liquidated by cash payment. In the first year, employees hired after October 1 through February 1 will accrue 30 hours personal leave. Employees hired after February 1 through June 1 will accrue 20 hours of personal leave during their first year. Employee hired after June 1 will not accrued any personal leave during their first personal leave year.

• Executive, Management & Technical employees will receive two paid wellness workdays (either 8 or 10 hour days) each fiscal year. These days are provided to promote well-being and wellness. These paid workdays must be used within the fiscal year in which they are earned or will be lost.

• Executive, Management & Technical employees may receive the following paid holidays:

New Year’s Day | Martin Luther King, Jr.’s Birthday | President’s Day | Memorial Day | Juneteenth | Independence Day | Labor Day | Veteran’s Day | Thanksgiving Day | Day after Thanksgiving | Christmas Eve | Christmas Day | New Year’s Eve

• Executive, Management & Technical employees will receive 40 hours of paid bereavement leave in the event of an immediate family member passing.

• Executive, Management & Technical employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%

• 10 years of service 3%
• 12.5 years of service 2.75%

• 15 years of service 2%

• Executive, Management & Technical employees and families shall be provided the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows:

Enrollment Tier | Medical OAP | Medical OAPIN
Employee Only | $87.89 | $0
Employee +1 | $175.78 | $39.34
Employee + 2 or More | $281.24 | $86.56

• Each member shall have the option of completing an annual wellness preventative physical through the City’s contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.

• Executive, Management & Technical employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2024, the biweekly rates are as follows:

Enrollment Tier | Dental DPPO Low | Dental DPPO High | Dental DPPO Buy UP
Employee Only | $5.17 | $21.37 | $25.11
Employee +1 | $14.80 | $40.68 | $46.82
Employee + 2 or More | $23.69 | $58.51 | $66.86

• Executive, Management & Technical employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered. For 2024, the biweekly rates are as follows:

Enrollment Tier | VSP Option 1 | VSP Option 2 | VSP Option 3
Employee Only | $2.36 | $3.87 | $4.44
Employee +1 | $4.73 | $7.73 | $8.87
Employee + 2 or More | $7.61 | $12.45 | $14.28

• Executive, Management & Technical employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.

• The City and the employee will make contributions into the employee’s Retiree Health Saving Account based on the employee’s years of service as follows:

• From 1 – 9 years of service = $10 bi-weekly

• From 10 to 19 years of service from = $25 bi-weekly

• 20 or more years of service = $35 bi-weekly

• Executive, Management & Technical employees shall be provided with term life insurance of $100,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.

• Executive, Management & Technical employees receive Disability Salary Replacement Insurance that will provide for a 60% base salary benefit after a ninety (90) day waiting period. During the ninety (90) day waiting period, an employee may utilize accrued sick and vacation leave. Upon entering the program, the employee may continue to use sick and vacation leave to make up the difference between 60% of salary and 100% of salary.

• Executive, Management & Technical employees (except the City Manager and City Attorney) are required to participate in the City Pension Plan. All employees will be required to contribute 8% pretax dollars to the employee’s retirement fund. An employee is vested in the pension plan after seven years of continuous service. To be eligible for normal retirement an employee must be age 65 with 7 years of service, age 62 with 25 years of service or age 60 with 30 years of service. The service retirement annuity (pension) is equal to 2.5% of the employee’s average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee’s years of credited service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the COHERF Pension Office at 954-921-3333.

• Executive, Management & Technical employees are eligible to apply for tuition reimbursement in accordance with the following guidelines:

Graduate Benefit
Grade of B or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates
Undergraduate Benefit
Grade of C or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates
Reimbursement may not exceed $3,000 for any employee in any one fiscal year. Any coursework eligible for reimbursement must have a direct relationship to the job requirements of the employee’s position.
Reimbursement may only be provided for attendance at an accredited college or university. Employees enrolled in a technical or vocational institution shall not be eligible for tuition reimbursement under this program.
Reimbursement shall be available for books and course fees subject to the approval of the Department/Office Director and City Manager or designee. Tuition is subject to the approval of the Department/Office Director and City Manager or designee.
Employees who receive benefits under this program, who voluntarily leave the City’s employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the entire cost of this benefit.

To the considered for Educational Reimbursement, all coursework must be properly approved prior to the beginning of the class by the Department/Office Director and the City Manager or designee.

• Executive employees may be provided with the use of a City vehicle or a car allowance of $400 per month. Management employees may be provided with the use of a City vehicle or a car allowance or $300 per month. Such benefit shall be determined at the sole discretion of the City Manager.
• Executive, Management & Technical employees may be provided with a cellular phone allowance of $70.00 per month. Such benefit shall be determined at the sole discretion of the City Manager.
• Executive, Management & Technical employees have the option of joining the Sun Credit Union.
• Executive, Management & Technical employees have the option of participating in payroll Direct Deposit.
• Executive, Management & Technical employees may enter a Deferred Compensation Program through payroll deduction.
• Executive, Management & Technical employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions.
• Executive, Management & Technical employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support.
• Executive, Management & Technical employees may have access the City’s fitness facility free of charge.

• Assists the Director in oversight of the Procurement Office in accordance with the general policies established by the Director.
• Recommends policies and procedures for the Office of Procurement and Contract Compliance.
• Organizes and administers the Small Purchase and Bid Contracts to ensure quality of customer services provided.
• Assist in the preparation and monitoring of the Office of Procurement and Contract Compliance budget.
• Assists the Director with review and recommend procedures, organizes/administers purchase/solicitations, review/approves daily purchases as assigned, strategic purchases.
• Establishes, reviews, and coordinates procedures to maximize delivery of services within allocated resources.
• Examines requisitions and prepares complex bid specifications for goods, services, and equipment. Secures quotations and places orders for emergency requirements where competitive solicitations are not required; processes Emergency Purchase orders.
• Supervises the preparation of specifications for goods, service, and equipment to be purchased on a bid basis.
• Evaluates and approves procurement methods applied in the purchasing of goods, services, and equipment; obligates expenditure of City funds for purchase of goods, services, and equipment.
• Prepares correspondence and conducts interviews with administrative officers and vendors on matters related to purchases.
• Educates and informs both internal users and outside vendors on the City’s Procurement policies and procedures.
• Establishes, reviews, and coordinates procedures to maximize delivery of services to City departments and to improve City purchasing practices.
• Represents the Director at various conferences and meetings as requested.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.