Purchasing Agent

City of Haines City • Full-time • Haines City, FL, US • 2w ago

Position open until December 13, 2025***

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

Salary range is provided to show the min to max compensation for a position. It is not the basis for or guarantee of a starting salary.

Position Function

Under the direction of the Finance Director, performs duties necessary to support the Finance Department by conducting the procurement activities of the City through the preparation, acquisition and solicitation of competitive bids, quotations and proposals for materials, equipment, supplies and services related to operations for the City, while ensuring that the City is in compliance with Federal and State laws, and other governing agency purchasing, bidding and vendor guidelines including advertisement notice requirements, awarding of contracts, payment methods, confidentiality, and sealed bid requirements.

Essential Duties

Performs duties necessary to support the Finance Department by conducting the procurement activities of the City through the preparation, acquisition and solicitation of competitive bids, quotations and proposals for materials, equipment, supplies and services related to operations for the City, while ensuring that the City is in compliance with Federal and State laws, and other governing agency purchasing, bidding and vendor guidelines including advertisement notice requirements, awarding of contracts, payment methods, confidentiality, and sealed bid requirements.
Performs duties necessary to plan, perform and coordinate work assignments related to purchasing, the purchasing cards, vendor contracts, and cooperative purchasing activities. Assists with dispute resolution regarding vendor contracts and billing, and maintains a follow-up approach to purchasing requests.
Responsible for maintaining purchasing documentation, including maintenance contracts, equipment services and warranties, vendor and contract files, bid files, requests for proposals, publisher's affidavits, and bid announcement notifications. Assists with administering and maintaining the purchasing cards, to include account reconciliation, coordination of cardholder agreements and other necessary documentation, policy compliance and policy recommendation.
Performs duties as necessary to ensure that unserviceable, unusable or excess real property is sold or disposed of as appropriate and within applicable Federal and State guidelines.
Performs additional duties as assigned.

Environment

Duties are primarily performed within an office environment or setting. Possible exposure to dust and mold.

Knowledge/Skills/Abilities

Required knowledge and experience is normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Bachelor's Degree in Accounting, Business Administration, Public Administration or related field or at least five (5) to seven (7) years work related experience in Procurement, Accounting, Business or related field are required.
Work requires the ability to read letters, memos, contracts, professional and industry literature, and spreadsheets and other job related analysis.
Work requires the ability to write letters, memos, and contracts.
Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.
Work requires substantial independent judgment and decision-making. Must be able to monitor and assess operations, workload, projects, and staff performance.
Work is widely varied, involving analyzing and evaluating many complex and significant variables.
Organization-wide policies, procedures, or precedents may be developed and/or recommended.
Must possess excellent oral and written communication skills.
Must be able to perform complex mathematical computations and/or statistical analysis.
Must be able to research, compile and analyze data, and then present findings to the City Commission and City Manager in an acceptable format.
Should be competent in the use of Microsoft Excel, Word and Power Point software.
Ability to learn and remain up-to-date on Federal, State and City applicable regulations, best practices and policies affecting department activities.
Ability to establish and maintain effective working relationships with employees, other government representatives, contractors, partners, consultants, vendors, the media and general public is essential.

Other Requirements