Position Summary:
The Procurement, Finance & Grants Administrator is responsible for the City's procurement program and provides professional procurement, financial, contract administration, budget, and grant support to the City Treasurer. This position coordinates competitive solicitations, purchasing compliance, contract administration, budget preparation, grant administration, and financial reporting while ensuring compliance with City policies and applicable Florida Statutes.
This position does not supervise employees but exercises considerable independent judgment in administering procurement activities and coordinating projects across multiple departments.
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Essential Duties and Responsibilities:
• Administers the City's procurement program.
• Prepares and coordinates ITBs, RFPs, RFQs, and informal quotations.
• Assists departments in developing specifications and scopes of work.
• Coordinates solicitation schedules, bid openings, evaluation committee meetings, and procurement documentation.
• Ensures compliance with City purchasing policies and applicable Florida Statutes.
• Prepares Commission agenda items and procurement recommendations.
• Coordinates preparation, routing, execution, and maintenance of City contracts.
• Maintains contract files, renewal schedules, insurance certificates, and vendor documentation.
• Assists the City Treasurer with annual budget preparation and budget monitoring.
• Assists with financial reporting, audit preparation, and special projects.
• Maintains procurement and financial records.
• Researches purchasing trends and recommends process improvements.
• Coordinates with department directors regarding procurement and contract administration.
• Develops and maintains positive relationships with vendors, consultants, and contractors.
• Coordinates the City's annual contract renewal schedule and vendor performance evaluations.
• Assists in developing and maintaining procurement policies, procedures, and standard solicitation templates.
• Researches purchasing cooperatives and other cost-saving procurement opportunities.
• Coordinates with legal counsel regarding procurement and contract documents as needed.
• Assists with preparation of the annual budget document and budget workshops.
• Assists with financial forecasting and budget amendments.
• Researches and identifies grant funding opportunities that support City initiatives.
• Assists with preparation and submission of grant applications.
• Maintains grant documentation, reimbursement requests, and compliance records.
• Coordinates grant reporting and closeout activities with department directors and funding agencies.
• Performs related duties as assigned.

This list is not intended to be all-inclusive, and you may not be responsible for every item listed.

The City reserves the right to assign additional functions and responsibilities as necessary.

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Minimum Qualifications:
• Bachelor's degree in Public Administration, Business Administration, Finance, Accounting, or related field.
• Three (3) years of progressively responsible experience in governmental procurement, finance, budgeting, contract administration, or public administration.
• Or an equivalent combination of education and experience.
• Valid Florida Driver License.

Preferred Qualifications:
• Experience in Florida local government procurement.
• Experience with municipal budgeting and financial administration.
• Experience administering state and federal grant programs.
• Experience with BS&A or similar ERP systems and Laserfiche preferred.________________________________________
Knowledge, Skills, and Abilities:
• Knowledge of municipal budgeting, purchasing, procurement administration, and contract management.
• Knowledge of public procurement procedures including RFPs, RFQs, and bid administration
• Knowledge of applicable federal, state, and local regulations related to public infrastructure
• Knowledge of grant funding programs, grant administration, reimbursement procedures, regulatory compliance, reporting requirements, and post-award grant management.
• Skill in the use of Microsoft Office products (Word, Outlook and Excel) and applicable department and organization specific software and ability to learn and become proficient in the use of other specialized software as may be required
• Skill in preparing professional reports, presentations, and Commission agenda items
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions and approaches to problems
• Ability to clearly communicate and understand information in English, orally and in writing
• Ability to manage multiple priorities to ensure that deadlines are met
• Ability to analyze complex project issues and develop practical solutions
• Ability to exercise sound judgment in contract oversight and project decision-making
• Ability to communicate effectively with elected officials, staff, contractors, and the public
• Ability to maintain detailed project documentation and financial tracking
• Ability to work independently while coordinating across multiple departments
• Ability to use reasoning skills that minimize duplication of efforts, including comparing, classifying, analyzing and coordinating
• Ability to read, analyze and interpret program related laws and regulations and establish necessary work processes and procedures
• Ability to analyze and prepare complex reports and contract documents
• Ability to establish and maintain effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service or diverse cultural and linguistic backgrounds
• Ability to maintain regular and punctual attendance to ensure efficient and effective performance of job duties

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Work Environment & Physical Demands:
• Work is primarily performed in an office environment. Occasional attendance at Commission meetings, procurement conferences, vendor meetings, training, and field visits may be required.
• The position requires light to moderate physical activity, including site inspections, standing, walking on uneven terrain, and reviewing plans and documents
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Special Requirements
Emergency Response Status: As a condition of employment, City of Anna Maria employees may be required to work as directed during an undeclared and/or a declared emergency. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the official job description.