Position Overview and Responsibilities: The Purchasing Specialist position is within the Bureau of Procurement & Contracting Services (BPCS) Contracts Team, under the Division of Administrative Services. This position is responsible for duties related to contracts and customer service as listed below.
Contracts - Employee is required to demonstrate knowledge of rules, statutes, regulatory authorities, and Department policies regarding contracts. Employee provides support to the department’s programs by offering the following services: Responsible for data entry of contracts & grants into the Florida Accountability Contract Tracking System (FACTS), also assist as needed with drafting contracts, amendments, renewals, and extensions; uploading agreements into the agency’s records database and may assist with obtaining contract documentation for various projects/entities.
Proactively identifies and meets the needs of all customers both internally (section, bureau, division, & agency) and externally (citizens, vendors, recipients, other agencies, etc.). Employees are expected to be prompt, responsive, solution oriented, helpful, cooperative, polite, respectful, and concerned for the customer at all times.
Miscellaneous – Employee will be available on an as‑needed basis to assist other sections within the Bureau of Procurement & Contracting Services. Additional duties may include, but not limited to, accurately reviewing and processing MyFloridaMarketPlace (MFMP) requisitions, assisting with bid opening at public meetings, etc. Perform additional duties as assigned.
Required Knowledge, Skills, and Abilities
- Knowledge of procurement including purchasing, contracting, and competitive solicitation.
- Knowledge of and ability to effectively use computers and the following applications: Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Adobe Acrobat, MFMP, VBS, FACTS and OCULUS.
- Knowledge of Chapters 112,119,120, 212, 215, 216, 283, 286, 287, 413, and 946 Florida Statutes; Chapters 60A-1 and 69I Florida Administrative Code; and CFO Memoranda.
- Ability to review contracts and grant agreements to ensure compliance with applicable statutory and regulatory requirements.
- Ability to interpret and apply federal, state, and local laws, regulations, and policies.
- Ability to coordinate and work well with others to complete assignments and projects.
- Ability to plan, organize and coordinate work assignments while meeting deadlines and maintaining scheduled timeframes in a fast‑paced environment with competing deadlines.
- Ability to communicate effectively and accurately both verbally and in writing including use of proper grammar, spelling, and composition of the English language.
- Ability to document, track and compile data effectively in a variety of reporting formats.
- Ability to work independently and apply problem‑solving techniques.
- Ability to comprehend and apply applicable rules, regulations, policies and procedures.
- Ability to establish and maintain effective working relationships with others.
- Ability to create job aids, tools, and other materials and train and assist employees in the use of new forms, reports, and procedures.
Minimum Qualifications
- At least two years of verifiable related experience. Post‑secondary degrees may be used as an alternative for the required years of experience on a year‑for‑year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
- Valid Driver’s License.
Preferred Qualifications
- At least one (1) year of direct experience entering agreements in the Florida Accountability Contract Tracking System (FACTS).
- Active Florida Certified Contract Manager (FCCM).
- At least one (1) year of direct experience in procurement (MFMP, purchasing, contracting, and/or informal and formal solicitations).
- At least one (1) year of experience working in a Florida state agency procurement office.
- At least one (1) year of direct experience developing scope including deliverables, performance measures, and financial consequences.
- Proficiency in Microsoft Office, specifically Word, Excel, Outlook, and PowerPoint to include Excel functions and formulas and designing presentation materials.
Position of Special Trust Requirement
This position is designated as a Position of Special Trust in accordance with DEP Directive 422, Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.
