Annual Salary - $40,000.00
Description: This position performs procurement and contract management activities for the Coalition. Work involves navigating and overseeing the procurement process for goods and services while reporting to the Chief Financial Officer. This position also works closely with other coalition staff and outside organizations to assure appropriate guidelines are followed throughout the process from initial purchases to delivery of products and services.
Coalition staff may be one on one with children in the Coalition office reception area while parents are obtaining services. Additionally, staff are expected to participate in Coalition sponsored events and may be one on one with children at activity booths.
Essential Functions: The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Performs other job-related functions and special projects as assigned.
� Responsible for the purchasing and procurement of varying types for departments and programs of the Coalition.
� Responsible for maintaining all supporting documentation.
� Manages the process to procure vendor contracts.
� Responsible for maintaining compliance with the policies and procedures required of the Coalition.
� Manages the formal process of obtaining bids and proposals from potential vendors, which includes the coordination, creation and review of Request for Proposals, Request for Quotes, Invitations to Negotiate, or any other means to solicit proposals.
� Tracks the status of purchase requests and open purchase orders.
� Develops and maintains professional working relationships with vendors.
� Continually evaluates and updates the procurement process to improve efficiency.
To Include:
o Communicating with vendors regarding their ability to meet quality and delivery requirements, answering questions, addressing concerns, etc.
o Leading and continually reviewing the Coalition�s RFP evaluation process for efficiency and compliance.
o Maintaining organization to ensure deadlines and timelines are adhered to.
Supervisory Responsibilities:
� None
This position must be available to work flexible schedules, including occasional weekend/evenings as required. A valid Florida driver�s license, availability of an automobile during work hours, and the ability to travel locally, regionally, or statewide for site visits, training and other job-related activities and functions are required.
Education Requirement:
High School Diploma
Additional Requirements:
Must be able to: effectively interpret contracts, articulate with vendors, manage timelines, obtain highly effective writing and math skills, be detailed oriented and present a positive demeanor and approach to business partnerships.
The position also requires computer proficiency, particularly in Microsoft Office applications, with exceptional expertise in Microsoft Word and Excel. Ability to effectively communicate and work with diverse management levels and to prioritize tasks efficiently. Strong organizational and multitasking skills required.
Preferred Qualifications:
� AA Degree in Business or related field
� Experience in procurement or related field
� Experience using accounting software
� Non-profit or governmental procurement experience
Physical, Environmental, and Sensory Requirements:
Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation and periods of time standing and/or walking.
Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).
Some tasks require the ability to operate, activate, use, prepare, inspect, detect, and/or position objects. Some tasks require the ability to perceive and discriminate between cues or signals. Some tasks require the ability to communicate effectively.
The job description does not constitute an employment agreement between the Early Learning Coalition of Polk County and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The Early Learning Coalition of Polk County is a drug-free workplace and is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, religion, creed, color, age, sex, sexual orientation, gender, gender identity, gender expression, national origin, ancestry, marital status, medical condition, disability (mental and physical), military and veteran status, pregnancy, childbirth and related medical conditions, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.
In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the Early Learning Coalition of Polk County provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.