Procurement and Compliance Administrator Position Available In Seminole, Florida

Procurement and Compliance Administrator City of Winter Springs (FL) Winter Springs, FL 32708 JOB The Procurement & Compliance Administrator is a valued member of the Finance team and reports directly to the Finance Director. This position provides support and administration of grants, contracts, and procurement services to all City departments and offices and will focus on efficiency, accuracy and transparency of business support services. This position will manage all phases of our grants, contracts, and procurement processes, including managing procurement/solicitation; preparation of formal agreements/documents; securing appropriate financial authorization and signature; performing record maintenance; and the processing of disbursements for all grant and contract awards.

This position performs a broad range of complex administrative tasks to oversee the full management and coordination of the complete lifecycle for a variety of grants sought by the City. The Procurement & Compliance Administrator is responsible for the management of City contracts from initiation, execution, oversight and administration ensuring compliance with relevant policies and regulations while maintaining communication with stakeholders. Additionally, this position is responsible for performing administrative tasks to coordinate and manage all City procurement policies and activities.

EXAMPLE OF DUTIES

Procurement Administration and Coordination:

Develops and maintains a comprehensive procurement coordination process for the City. Drafts, maintains, and electronically tracks all procurement policies, forms, and SOPs and documents. Creates and reviews technical or general specifications and terms/conditions for the acquisition of a variety of goods and services. Assists department heads in negotiating contracts with a variety of service providers. Assists in the development of Requests for Proposals/Requests for Qualifications (RFPs/RFQs) as well as bid proposals for a variety of services and projects. Manages the overall process of soliciting responses to RFPs/RFQs and bid proposals. Coordinates all procurement activities for presentation to the Department Head/City Manager/Commissioners for review, approval and acceptance as required. Ensures compliance with all Florida state procurement rules and local ordinances.

Grants Administration:

Responsible for the overall administration of the full lifecycle of the City grants program. Maintains and improves the City’s comprehensive grant management process. Assists grant owners/subject matter experts as they prepare grant applications and reviews grant applications for accuracy, completion, and compliance. Manages the grant application process to ensure coordination and compliance with all departments and offices involved and legal review. Coordinates the approval process for all grants ensuring deadlines are met and required approvals are obtained. Works with grant owners/subject matter experts to understand requirements on existing grants. Maintains an understanding of and follows reporting requirements and guidelines for all grants awardedManages grant draws and funds received from grants through tracking activities. Performs reconciliation of grant expenditures and revenues. Coordinates and provides comprehensive financial tracking and reporting and conducts grant close out processes following County, State, and Federal guidelines.

Works with grant owners to understand and adhere to compliance regulations. Coordinates with auditors to compile internal and external grant audit information. Coordinates with all City departments and offices for grant monitoring and reporting. Works with all City departments and offices to understand funding needs associated with strategic priorities and continuously works to identify and pursue grant opportunities that align with specific needs.

Contract Administration:

Drafts, evaluates, negotiates, and executes a wide variety of contracts covering a range of expenses, processes, and operations impacting the City. Creates and maintains relationships with suppliers and serves as a singular point of contact for matters concerning contracts. Maintains records for correspondence and documentation in relation to established contracts and those in progress. Reviews and monitors all contracts for compliance purposes and coordinates with contractors for reporting purposes to ensure appropriate compliance. Communicates and presents all contract-related matters to the Finance Director, Legal, and City Manager when applicable. Monitors the execution of contracts and brings any contract-related problem before the Finance Director, Legal, and/or City manager for an appropriate resolution. Moves forward with the close-out, extension, or renewal of contracts as determined by the Board of Commissioners. Performs research and analysis on specific issues, as required, and independently prepares nonroutine letters and/or reports, which may be highly sensitive and confidential in nature. These essential job responsibilities are not to be construed as a complete statement of all duties performed. Employees will be required to perform other marginal duties as directed.

SUPPLEMENTAL INFORMATION

Work is performed in an office environment, during normal business hours, Monday-Friday, where the physical demands require sitting for extended periods of time; frequent use of computers and standard office equipment; some local travel to work sites will be required; must be able to operate a City vehicle; may work under stress of deadlines. The work environment and physical demands described here are representative and not intended to be all-inclusive of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made when requested to enable individuals with confirmed disabilities to perform the essential functions.