| Location | Ocala, FL |
| Salary | $49,481–$65,714 Per Year |
Procurement & Contracting Administrator
Salary
$49,481.00 - $65,714.00 Annually
Location
110 SE Watula Ave, 3rd Floor, Ocala, FL 34471, FL
Job Type
Full-Time
Job Number
1102
Department
Procurement and Contracting
Opening Date
11/02/2026
Description
This is a varied and highly responsible position assisting in the administration of comprehensive and substantial procurement and contracting functions and departmental operations including analyzing procedures to identify the most efficient methods of accomplishing work and to ensure operational compliance with rules, standards, and policies by performing the duties set forth herein.
Examples of Duties
ERP System Contracts and Change Order Management: Assists Procurement and Contracting Officer in duties related to ongoing monitoring and management of new contract and change order requests. Serves as primary contact for inquiries related to contract and change order approvals and rejections. Provides a high level of customer service and guidance regarding policies and procedures related to the establishment and modification of contracts. Builds, runs, and manipulates reports as requested.
Procurement Card Program Administration: Assists Procurement and Contracting Officer in all duties related to P-Card Program management. Serves as a member of the City's P-Card Administration Team and the primary contact for all P-Card related inquiries. Provides a high level of customer service and guidance to City staff regarding policies and procedures relating to the City's P-Card Program. Reviews P-Card applications for compliance and orders new and replacement cards. Is responsible for daily downloads of raw p-card data from the City's financial institution and preparing the files for import into the Munis financial system. Builds, runs, and manipulates reports as requested.
Special Projects and Reports: Completes administrative studies and analyses. Conducts research, analyzes data, develops recommendations, observations, or summaries, and submits written and oral reports to Director on a variety of special assignments. Maintains the confidentiality of highly sensitive information.
City Council Agenda Tasks: Tracks all contracts and renewals under $50,000 in expenditure. Adds such contracts to the City Council agenda as a report for every Council meeting. Prints and reviews the complete agenda with Contracting Officer immediately after publishing.
Compliance Support: Provides a high level of customer service and guidance to the public, City staff, management, vendors, and the general public regarding Procurement and Contracting policies and procedures. Uses independent judgment to address issues and develop solutions. Handles complaints and concerns in a professional manner.
Staff Training and Supervision: Trains and supervises staff and interns. Directs and coordinates work activities of staff and interns. Ensures follow through on assignments. Identifies and analyzes problems and works in conjunction with others to develop effective solutions and responses. Ensures department SOPs are properly prepared and maintained. Coordinates training programs and assists the Procurement and Contracting Officer in annual training of City staff on Procurement policies and procedures.
Budget Administration: Assists Director with Budget management and preparation including budget planning, forecasting, control, and expenditure management. Reviews expenditure requests for relevance to budget.
Contract Management: Manages departmental contracts. Helps maintain accurate financial records, reports, and files.
Nonessential Job Functions
Perform any other related duties as required or assigned.
Minimum Qualifications
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Supplemental Information
SUPERVISORY RESPONSIBILITIES
This position will directly supervise 0 employees. This position may indirectly supervise 2 employees. If applicable, supervisory responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
ANALYTICAL ABILITY / PROBLEM SOLVING
MODERATELY STRUCTURED. Fairly broad activities using moderately structured procedures with only generally guided supervision.
PLANNING
With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
DECISION MAKING
Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY; Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY;
COMMUNICATION SKILLS
Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ration, and percent and to prepare and interpret bar graphs.
CRITICAL THINKING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
SUPERVISION RECEIVED
Under general direction, WORKING FROM POLICIES AND GENERAL DIRECTIVES. RARELY REFERS SPECIFIC CASES TO supervisor unless clarification or interpretation of the organization's policy is required.
MENTAL DEMAND
CLOSE; Operations requiring close and continuous attention for control of operations. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations regarding the organization's operations.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTER
Regular use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tack and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office. Requires tact in discussing problems and presenting data and making recommendations.
SOFTWARE SKILLS REQUIRED
10-Key Basic
Accounting Basic
Alphanumeric Data Entry Basic
Contact Management Basic
Database Intermediate
Enterprise Resource Planning Intermediate
Human Resources Systems Intermediate
Payroll Systems Intermediate
Presentation/PowerPoint Basic
Programming Languages None
Spreadsheet Basic
Word Processing/Typing Basic
OTHER SKILLS
Must possess knowledge of the principles and practices of personnel, payroll and accounting. Must have strong organizational and record keeping skills. Must possess advanced computer skills to complete high volume of detailed work in a timely manner and to meet multiple working deadlines. Must have the ability to complete a diverse range of tasks. Ability to communicate clearly and concisely, both orally and in writing to effectively communicate information to the public, employees and all levels of management. Ability to research, compile data and prepare information accurately regarding comprehensive, confidential and technical reports. Ability to analyze data and prepare written recommendations. Ability to work independently and with a minimum of supervision. Ability to handle confidential information. Ability to remain calm in stressful situations.
PHYSICAL ACTIVITIES
While performing the functions of this job, the employee may be required to:
Stand Occasionally
Walk Occasionally
Sit Regularly
Use hands to handle or feel Occasionally
Reach with hands and arms Occasionally
Climb or balance Occasionally
Stoop, kneel, crouch or crawl Occasionally
Talk or hear Regularly
Taste or smell Never
WEIGHT LIFT REQUIREMENTS
The employee must occasionally lift and/or move: Up to 25 pounds
VISION REQUIREMENT
Specific vision abilities required by this job may include: Close vision (use of a computer, equipment, or any other work duties that require clear vision within two (2) feet or less).
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Never
Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Never
Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Never
Toxic or caustic chemicals (including potential for chemical spills, etc.) Never
Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Occasionally
Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Never
Extreme cold (not weather-related, such as freezer, cold storage, etc.) Never
Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Never
Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never
Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never
Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never
Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never
The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)
ADDITIONAL INFORMATION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).
The City of Ocala provides a competitive, comprehensive benefit package for all full-time employees.
Health Insurance
We offer both single and family coverage, for employees working 30 or more hours per week.
Dental Insurance
For full time employees, we offer both single and family dental coverage.
Vision Insurance
For full time employees, we offer both single and family vision coverage.
Life Insurance
For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life. For full time employees, the City of Ocala provides Basic Life and Accidental Death and Dismemberments policies as an employer paid benefit. Employees can opt for additional coverage such as supplemental voluntary life, spouse life, dependent life, and child life.
Short Term and Long Term Disability
Offered to full time employees, STD and LTD coverages are income replacement benefits that assist policyholders who are unable to work for an extended period of time due to sickness or accidental injury.
Medical FSA (Flexible Spending Account) and Dependent Care FSA
Flexible spending accounts allow employees to pay out-of-pocket medical, dental, vision, and dependent care expenses using pre-tax dollars.
Pet Insurance
We also offer special pet insurance for your pets in the case of illness or accidents, as well as preventative care.
Employee Health & Wellness Center
The City of Ocala offers the use of the City Clinic for those employees, and covered dependents over the age of 8, which have elected one of our health insurance plans. Services offered by the City Clinic include primary care, chronic disease management, labs, x-rays, and wellness coaching.
Voluntary Cancer Insurance
For full time employees, the cancer insurance policy can help provide security if you, or a covered dependent, suddenly become diagnosed with cancer.
Supplemental Critical Care Insurance
Our full time employees have the option of electing critical care insurance that is available to help with medical expenses that could arise from things such as a heart attack or stroke.
Supplemental Accident Insurance
Also available to full time employees, is our Accident Coverage. This supplemental plan can be used to help with expenses like MRIs, physical therapy, and hospital admission.
Legal Plan Insurance
Full time employees can have access to local attorneys for a monthly fee and receive discounts on services such as legal consultation, wills, traffic violations and the purchase or sale of your home. The carrier also has a separate policy assisting with the matter of identity theft and social media monitoring.
Deferred Compensation Plan
Deferred compensation is available to all full-time employees at the time of employment. This benefit allows the employee to defer income without paying taxes until money is withdrawn. Current plan is administered through MissionSquare.
Direct Deposit
Direct deposit automatically deposits your net pay each pay period to your checking or savings account at your own financial institution. Direct deposit is a condition of employment for a person hired by the City.
Each pay period the employee receives an earnings statement showing gross pay, taxes, other deductions, accruals and net pay. Enrollment forms are available at Human Resources or Payroll.
Discounts - Theme Park
Discounts are available to all non-temporary employees at the time of employment.
Employee Assistance Program (EAP)
The Employee Assistance Program is available to all full-time employees and members of your household as an employer paid benefit. The EAP offers emotional wellbeing support in the form as counseling sessions and all sessions are confidential. The EAP also provides daily life assistance, legal services, and financial services.
Holidays and Paid Time off
The City provides paid holidays and paid time off for full-time employees. Refer to the Employee Handbook for details.
Retirement Plan
All full-time employees hired after 10/01/2013, apart from Sworn Police Officers and Firefighters, are enrolled in the 401a Defined Contribution Retirement Plan with MissionSquare. All contributions to the 401a Defined contribution plan are pre-tax and earnings grow tax-deferred. The City contributes 8% and employees contribute 3%. City contributions are 100% vested after one year of employment. You will be enrolled automatically and should take time to review your investment options at your earliest convenience.
Training Programs
The City is committed to provide training programs for all departments and all positions. Risk Management conducts classes in Defensive Driving, Safety, and Insurance. With rare exceptions, classes are offered during working hours, and are open to all eligible employees.
Tuition Reimbursement
All regular, full-time employees are eligible to participate in the tuition reimbursement program.
01
Do you possess a valid State of Florida Operator Drivers License with an acceptable driving record OR If you possess a valid out of state license, do you have the ability to obtain a Florida Drivers License prior to employment?
02
Do you have a high school diploma or GED?
03
What is the highest degree in business administration, accounting, or related field you possess?
04
How many years of responsible accounting, auditing, or administrative experience do you possess?
05
If you feel you qualify for this position due to an equivalent combination of training, education and experience, please explain below:
06
I understand that all information I provide regarding my background, education, certifications, licenses, and work history is subject to verification once an offer of employment has been extended and accepted. I further understand that any false, misleading, or incomplete information, or the omission of relevant information, may be grounds for disqualification from consideration, withdrawal of an employment offer, or dismissal from employment if discovered after I begin work.
07
I understand that, as a condition of employment with the City of Ocala, I will be required to review and electronically sign a Policy and Consent form related to the Lytx in-vehicle safety system. I understand that this consent includes acknowledgment of the collection and use of video, audio, location, and, where applicable, biometric data for safety, compliance, and operational purposes. I further understand that on my first day of employment, an email from noreply@lytx.com will be sent to my City of Ocala employee email address with instructions, and that the form must be completed within twenty-four (24) hours of my official start date.
08
Have you provided a complete employment and education history covering the past ten (10) years, or dating back to high school graduation, whichever period is shorter, within your NeoGov application and/or master profile? Please note: Resumes are welcome; however, they do not substitute for a completed application. Applications that do not include the required employment and education history, or that are otherwise incomplete, will be rejected and will not be considered for further review.
Required Question
Employer City of Ocala
Address 110 SE Watula Ave
City Hall, 3rd Floor
Ocala, Florida, 34471
Phone 352-629-8359
Website https://www.ocalafl.gov/