Assistant Property & Procurement Officer

This position performs difficult professional, technical and administrative work in planning, organizing, and supervising the activities of the Property and Procurement Division, including procurement, warehouse, building maintenance, and leased facilities. Work is performed under the general supervision of the Property and Procurement Officer. Supervision is exercised over division personnel.

PHYSICAL DEMANDS

The work is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Additionally, the following physical abilities are required:

• Reaching: Extending hand(s) and arm(s) in any direction.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Manual Dexterity: Picking, pinching or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Vocal communication: required for expressing or exchanging ideas by means of the spoken word.
• Hearing: required to perceive information at normal spoken word levels.
• Visual acuity: required for preparing and analyzing written or computer data, visual inspection involving smalldefectsandsmallparts, operationofmotorvehiclesorequipment,determiningtheaccuracyandthoroughnessofwork,and observing general surroundings and activities.

WORK ENVIRONMENT

The employee is subject to inside and outside environmental conditions.

• Assists with the planning and direction of procurement activities including developing policy and procedures.
• Reviews bid documents and requisitions for compliance with City policies, procedures, state statutes, legal requirements, risk management, and codes; schedules and conducts receipt of bids and RFPs.
• Receives and processes purchase requisitions to determine requirements for competitive formal bidding, written quotations, verbal quotations, etc., in accordance with state and local procurement laws; requirements, and policies.
• Assists with property management activities and building maintenance.
• Develops contract specifications for building/facility systems and other service contracts; reviews bids and makes recommendations.
• Supervises assigned personnel, providing training and ensuring safe operations.
• Meets with sales representatives to discuss products and services.
• Prepares requisitions, purchase orders, bid packages, proposals, contracts, and general correspondence.
• Interacts with vendors and City personnel to coordinate deliveries, schedule service, and resolve problems and conflicts regarding pricing, terms, damaged merchandise, etc.
• Develops, supervises, and coordinates comprehensive programs for the operation, maintenance, and repair of City properties.
• Evaluates and coordinates maintenance projects with City departments.
• Assists with the preparation of the division operating and capital budgets.
• Inspects projects to ensure compliance with City policies, procedures, codes, and standards of quality and safety.
• Schedules, directs, and oversees the work of contractors; ensures compliance with safety rules and regulations.
• Provides division-wide leadership and management; may serve as acting Property and Procurement Officer in the absence of the PPO, or as assigned.
• Plans, develops, supervises, and coordinates warehouse functions; oversees the Citys fleet and fuel programs.
• Performs general administrative work as required including correspondence, attending meetings, preparing reports, and preparing work records.
• Prepares and ensures accurate and complete maintenance of records and reports.
• Handles a variety of emergency problems; performs related tasks as required.

OTHER INFORMATION

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

The job description does not constitute an employment agreement between the City of Jacksonville Beach and the employee and is subject to change by the City as the needs of the City and requirements of the job change.

Education and Experience:

A Bachelors Degree in Business Administration, Property Management, Procurement, Construction Management or related field, and three years of professional experience in managing diverse procurement and facility management operations. Supervisory experience in a related field is preferred.

Special Qualifications:

A drivers license valid in the State of Florida.

Knowledge, Skills and Abilities:

• Comprehensive knowledge of state and city purchasing and procurement laws, requirements, and policies.
• Comprehensive knowledge of the construction project management process.
• Comprehensive knowledge of leased facilities administration.
• Thorough knowledge of purchasing and procurement terms and a working knowledge of legal requirements regarding contracts.
• Considerable working knowledge of Microsoft Office applications.
• Thorough knowledge of the methods, materials, tools, and equipment used in the operation, maintenance, and repair of property and leased facilities.
• Thorough knowledge of hazards and safety precautions associated with assigned work.
• Thorough knowledge of applicable codes, laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the position.
• Ability to write and edit requests for proposals, bids, and specifications for procurement.
• Ability to make time and material estimates.
• Ability to plan and supervise the work of others.
• Ability to work from sketches, blueprints, and drawings.
• Ability to post accounts and to perform mathematical calculations quickly and accurately.
• Ability to prepare and maintain records and files.
• Ability to establish and maintain effective working relationships with City officials, employees, and the general public.

Our employees uphold and promote the mission, vision and core values of the City of Jacksonville Beach. To be successful, an individual must be able to perform the essential functions of the job and demonstrate a strong desire to be a part of our EPIC Team:

• E mpowerment Enabling employees to achieve work-life balance & professional growth and success
• P ride A small coastal city dedicated to displaying a big heart through our commitment to the community
• I ntegrity We hold ourselves, individual and collectively, accountable to our community and our organization
• C ommunication Open & honest dialogue with our community and throughout our organization
• T eamwork Working together with our community to achieve common organizational goals