Introduction
This is professional work involving analysis and improvement of purchasing methods, practices
and procedures.
Nature Of Work
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, 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.
Examples of Duties
Plans, conducts, and participates in studies of the organization components of the Purchasing
Department and its functions in order 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 all purchasing
systems; conducts group “initiator” training for those who utilize the system and individualized
“approval” training for those who approve transactions; troubleshoots 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.
Knowledge, Skills & Abilities
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; computer technology and use including experience
in Oracle Cloud and Microsoft Office Product Suite.
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
Minimum Qualifications
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.
Licenses or Certifications
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.
Possession of a valid Florida driver's license required.