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General Function:
The Assistant Director of Procurement & Contracts assists the Director in planning, organizing, and overseeing procurement and contract administration activities with a primary focus on large-scale design and construction-related projects for the City. This position supports the development, solicitation, negotiation, and administration of complex construction, architectural, engineering, and professional services contracts in compliance with municipal, state, and federal procurement laws and regulations.
The Assistant Director provides leadership and technical oversight for procurement processes related to capital improvement projects (CIP), construction management, and design services, ensuring competitive, transparent, and timely procurement outcomes. Responsibilities include managing complex competitive solicitations (e.g., RFQs, RFPs, ITBs), contract execution, change orders, and vendor performance for high-value and high-risk projects.
This position works closely with internal stakeholders to ensure procurement strategies align with project schedules, funding requirements, and regulatory standards. The Assistant Director exercises independent judgment, applies advanced procurement and contract administration expertise, resolves complex procurement issues, and may act on behalf of the Director as assigned. Work is performed with considerable initiative under the general direction of the Director of Procurement.
Reports To:
Director of Procurement
Supervisory Responsibilities:
Procurement Staff
Essential Duties and Responsibilities:
- Assists the Director in managing day-to-day operations of the Procurement and Contracts while also ensuring compliance with all applicable laws, regulations, and City policies.
- Provides oversight and guidance for purchasing activities, competitive solicitations, contract administration, and vendor relations.
- Reviews and approves requisitions, purchase orders, bid specifications, scopes of work, and contract documents within delegated authority.
- Coordinates, drafts, and evaluates formal and informal solicitations such as Invitations to Bid (ITB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and quotes.
- Ensures proper maintenance of procurement and contract records, including bid files, contract logs, vendor data, inventories, and audit documentation.
- Assists departments with procurement planning, specification development, sourcing strategies, evaluation committee processes, and contract interpretation.
- Participates in contract negotiations, contract renewals, amendments, extensions, and performance monitoring.
- Supports the Director in policy development, updates to purchasing procedures, and implementation of process improvements to enhance efficiency and accountability.
- Reviews and resolves complex purchasing issues, vendor disputes, and contract compliance concerns; recommends corrective action when necessary.
- Provides staff leadership through training, mentoring, performance oversight, and ensuring adherence to ethical procurement standards.
- Assists in budget preparation for the division and monitors expenditures related to procurement operations, warehouse activities, and contracted services.
- Prepares reports, analyses, and presentations regarding procurement activity, contract status, compliance findings, and cost-savings initiatives.
- Represents the department at meetings, evaluation committees, and public presentations; may attend City Council meetings to support recommendations for award or in the absence of the Director.
- Serves as Acting Director in the absence of the Director or when delegated.
- Serves as a contact and participant during activation of the Emergency Operation Center (EOC).
- Perform other related duties as assigned or required.
All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.
Type of Appointment/Work hours:
- Full-time/Regular in-person position.
- Standard workweek, which is forty (40) hours of work per week, usually consisting of five (5) days of eight (8) hours per day. The workday may be varied for the efficient delivery of public service.
- Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
- Will be required to work occasional overtime or shift assignments, if applicable.
- Designated as an essential employee.
Requirements:
- Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, Accounting, or a related field.
- Four (4) years of progressively responsible administrative and management experience in a governmental purchasing operation, including a minimum of two (2) years of experience leading complex multi-party negotiations for the procurement of goods and services and working on Requests for Proposals, Requests for Qualifications, and Invitations to Bid.
- Must possess at least one of the following Certifications: CPPB, CPPO, CPM, or NIGP-CPP.
- Extensive knowledge of public purchasing methods, competitive solicitation processes, contract management practices, and inventory/warehouse operations.
- Thorough knowledge of federal, state, and local laws, ordinances, and regulations governing public procurement.
- Ability to analyze procurement requests, develop specifications, evaluate bids/proposals, and make sound purchasing decisions.
- Strong ability to draft, interpret, and administer contracts, agreements, amendments, and procurement-related documents.
- Proficiency with Microsoft Office applications (Word, Excel, Outlook) and experience with purchasing or financial management software; experience with governmental ERP systems preferred.
- Ability to communicate effectively, professionally, and concisely, both orally and in writing.
- Ability to establish and maintain effective working relationships with staff, departments, vendors, and the public.
- Ability to lead, train, evaluate, and coordinate staff in a fast-paced and deadline-driven environment.
- Must be able to read, write, and comprehend oral and written instructions.
- Must possess a valid Florida driver’s license with a clean driving record.
- Must successfully pass a background screening process.
Physical and Environmental Demands or Conditions:
The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.
Core Competencies:
- Judgment - Sound decisions based on fact; uses logic to solve problems.
- Quality of Work - Performs work thoroughly, accurately, and professionally.
- Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
- Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
- Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.
Work Authorization/Security Clearance:
- The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
- The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.
Equal Opportunity Statement:
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.
Veteran’s Preference Policy:
In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans’ Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.
