This is a professional position that performs administrative and paraprofessional work in the sourcing and procurement of a variety of goods and services, maintenance, repair, operating supplies, equipment, and professional services for the New Smyrna Beach Utilities. This position must exercise considerable independent judgment and initiative in the review and evaluation of departmental requests, specifications, bids, contract management and the resolution of problems. This work is performed under general supervision. The incumbent normally receives little instruction on routine work and general instruction on new projects and assignments; work is reviewed periodically through meetings, customer feedback, and results obtained to ensure conformity with established policies.

Essential Duties and Responsibilities

Include the following and other duties as assigned:

• Reviews purchase requests to determine requirements for competitive bidding, written quotations, verbal quotations, etc. in accordance with procurement laws and policies. Reviews purchase requisitions for accuracy and compliance.
• Prepares selected formal and informal solicitations based on regulations pertaining to funding sources involved, applicable laws and policies, current marketplace conditions, and lead-time for material specified.
• Assists departments with daily purchasing requirements, annual contracts, and vendor arbitration.
• Communicates with internal customers regarding needs for services, materials, supplies, equipment and required delivery schedules.
• Formulates and maintains price agreements covering commonly used commodities and performs research for existing contracts upon request from departments.
• Monitors expiration dates of all procurement related documents including renewals to ensure current information prior to deadlines.
• Manages and monitors Copier Leases throughout New Smyrna Beach Utilities.
• Processes new vehicles and equipment by preparing proper documentation for tag and title work.
• Prepares surplus equipment for auction. Oversees auctions and processes paperwork for sale. Processes auction payments.
• Maintains Certificate of Insurance Database for all Vendors. Ensures COI’s are current and meet requirements.
• Processes departmental mail, invoices, and monthly visa statements. Orders tools, equipment, and office supplies and maintains departmental files.
• Processes parts issue tickets for warehouse daily. Prepares weekly purchase order for Stores.
• Acts as Catering liaison for Emergency Response assisting during restoration after catastrophic events.
• Acts as Hotel liaison for Emergency Response to assist during restoration after catastrophic events.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Professional Knowledge

Possesses and applies knowledge and understanding of the company’s materials management best practices, purchasing procedures and methods, and storekeeping methods; possesses knowledge of accounting principles as they relate to procurement and the maintenance of inventory records.

Communication

Must possess the ability to effectively exchange information with others; provides clear, concise information to others in verbal, written, electronic, and other communication formats for public and organizational consumption; listens actively and empathetically to the views of others; delivers critical information to all stakeholders; seeks further information to clarify ambiguity; provides constructive feedback effectively; ensures effective communication throughout the organization; provides thoughtful feedback in appropriate situations; provides proactive communications; demonstrates an understanding of the audience’s perspective; treats constructive feedback as a developmental opportunity; welcomes the opportunity to discuss competing points of view; helps others consider new perspectives; leads effective and efficient meetings; utilizes communication technology.

Ethical Practice

Must possess the ability to integrate core values, integrity, and accountability throughout all organizational and business practices; maintains confidentiality; acts with personal, professional, and behavioral integrity; responds immediately to all reports of unethical behavior or conflicts of interest; shows consistency between espoused and enacted values; acknowledges mistakes; recognizes personal bias and others’ tendency toward bias, and takes measures to mitigate the influence of bias in business decisions; maintains appropriate levels of transparency in organizational practices; manages political and social pressures when making decisions.

Knowledge, Skills, and Abilities

To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and/or abilities required. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions of this position. 

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, policies, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to work with mathematical concepts and calculate figures, such as discounts, interest, and percentages; possesses the ability to accurately count money.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written or oral form.

Computer Skills

Ability to use and understand all the computer systems/programs that are required for this position, including possessing knowledge of Great Plains and the procurement systems, as well as Microsoft Office products.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

While performing the duties of this position, the employee is regularly required to sit. The employee is occasionally required to stand, walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Education and Experience

This position requires the following education and experience:

High School Diploma/GED required.

Certifications, Licenses, Registrations

This position requires the following certifications, licenses, and/or registrations:

State of Florida Notary Public Designation required or ability to obtain within 6 months.

Other Qualifications

Florida Driver’s License Class E is required. Ability to work flexible hours, as required.

NSBU is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our employees. All employment decisions, including hiring, promoting, disciplining, or discharging are based on merit, competence, performance, and business need. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, or any other characteristic that is protected under federal, state, and/or local law.

Veteran’s Preference. We value the service veterans and their family members have given to our country. We support the hiring of returning service members, veterans, and military spouses. Veteran’s preference is applied during our recruiting process.

If you require an accommodation to submit your application or resume, please contact our Human Resources office at (386) 424-3570.

NSBU is a local government organization and a Drug Free Workplace.