City of Tampa

This is professional work involving analysis and improvement of purchasing methods, practices, and procedures.

An employee in this class is responsible for performing tasks of more than average difficulty involving the review and analysis of purchasing methods, practices, and procedures. Although work is performed under general supervision, the employee has responsibility for some major projects as well as the design, development, and implementation of approved changes in procedures, work methods, forms, and other management tools. Work involves coordinating the City’s charge card program, serving as departmental specialist with respect to information technology processes; coordinating training of City employees who utilize the City’s centralized purchasing and finance programs, and working with Purchasing employees to improve processes related to bids, inventory reports, and procurement. An important result of work activities is the development of changes that will result in more efficient and economical purchasing processes. The exercise of reasonable initiative and independent judgment is required in analysis of procedures, methods, and forms and in implementation stages, particularly in obtaining the assistance and acceptance of affected employees in the design and use of new methods and procedures. Work is reviewed while in progress through conferences and reports submitted and upon completion through results obtained.

Plans, conducts, and participates in studies of the organization components of the Purchasing Department and its functions to design, develop, and recommend improved policies, procedures, organizational structures, work methods, forms, and other management tools; works with department employees, including off-site inventory personnel, on the analysis of forms and processes, design of improvements, and implementation of improvements that have been approved by purchasing management.

Collects and analyzes data through observation, interviews, and application of such methods as personnel task lists, work sampling, and various statistical processes; analyzes the structure and tasks of the organizational component being studied; reviews work flow and physical layout of offices and other work areas to determine their operating efficiency; analyzes manual systems to determine feasibility of the application of computer technology; analyzes automated systems to determine possible improvements in related forms, reports and documentation.

Trains new city employees and provides refresher courses for employees on the ADPICS/FAMIS purchasing and financial systems; conducts group “initiator” training for those who utilize the system and individualized “approval” training for those who approve transactions; troubleshoots ADPICS production problems; assists users and responds to problems encountered by users.

Serves as information technology coordinator for the Purchasing Department, including outlying inventory sites; assists employees in using information technology, ensures compliance with software licensing requirements, updates and loads new software, and trains employees on use; coordinates with the City’s information technology department when unable to resolve issues.

Coordinates the Purchasing Card Program; receives and reviews requests for additional cards; updates card holder information; develops and administers training programs for program users, ensuring users have knowledge of program rules and regulations; monitors cardholder accounts for compliance with policy; notifies cardholders and department reconcilers on non-compliance issues; reconciles card accounts monthly and forwards to accounts payable for payment to bank.

Prepares and presents written and/or oral reports of findings to supervisor and affected managerial personnel; develops implementation plans and schedules if study recommendations are accepted; trains affected personnel in the use of new systems and procedures; monitors implementation and conducts follow-up studies to determine compliance with new system and evaluate its performance.

Performs related work as required.

Considerable knowledge of: principles, techniques, and procedures of management methods and systems analysis.

Working knowledge of: statistical analysis; municipal purchasing administration and organization; principles of organization and management; personal computer operating systems, software (including Excel, Access, and Crystal Reports), hardware and peripheral devices.

Ability to: collect and analyze data and draw sound conclusions; formulate and present recommendations and implementation methods; train user personnel in systems and procedures; prepare and present oral and/or written reports; establish and maintain effective working relationships with other employees and managerial personnel.

Graduation from an accredited college or university with a bachelor’s degree and three (3) years of experience in research, analysis of data, or a related field Certification as a Certified Purchasing Card Professional (CPCP), NIGP-CPP, Certified Public Purchasing Officer (CPPO) or Certified Public Purchasing Buyer (CPPB) can substitute for a portion of education.

An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Possession of a valid Florida driver's license required.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays, and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.