Contracts & Procurement Manager

Job Description

Job Description

Position: Contracts & Procurement Manager

Department: Finance

Reports to: Assistant Finance Director with co-reporting to the Finance Director

Emergency Classification: Essential

FLSA Classification: Exempt

Pay Grade: 113

The Town of Fort Myers Beach is seeking an experienced and detail-oriented Contracts & Procurement Manager to join our team! This position plays a key role in ensuring the Town's purchasing and contracting processes are transparent, efficient, and compliant with applicable laws and policies. The ideal candidate will have strong analytical skills, a solid understanding of public procurement regulations, and a collaborative mindset to support departments in achieving the Town's operational and strategic goals.

The Town of Fort Myers Beach Offers a Competitive Benefits Package! Health & Wellness: Comprehensive health insurance with low deductibles and annual maximums. The Town covers 100% of employee premiums and 50% of dependent premiums. Benefits also include employer-paid life insurance, short- and long-term disability coverage, gym membership reimbursement, and more. Work/Life Balance: Employees earn 26 days of PTO annually accrued on a monthly basis. The Town observes 14 paid holidays and offers flexible scheduling options to promote work-life balance. Retirement Planning: Immediate vesting in a 401(a)/457(b) pension plan with employer contributions-employees are vested from day one of employment. And More!

If this opportunity aligns with your qualifications and career goals, we invite you to review the position description below and apply today to be part of the Town of Fort Myers Beach team!

Position Summary

The Contracts & Procurement Manager is responsible for overseeing and managing the Town's contract administration and procurement functions. This position leads the day-to-day coordination of all contracting and purchasing activities, ensuring compliance with applicable laws, regulations, and Town policies. The Manager is responsible for implementing and maintaining a standardized procurement process within the Town's accounting system and for ensuring that all contracting and purchasing activities are transparent, efficient, and aligned with fiscal controls and ordinances. This position plays a key role in supporting the Town's ongoing redevelopment projects and will adapt as contract and procurement needs evolve over time.

Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

• Serve as the primary point of contact for all contract and procurement activities, assisting departments with scopes of work, compliance requirements, and document preparation.
• Draft, review, and coordinate the routing of contracts, amendments, and renewals through appropriate approval channels.
• Maintain centralized tracking of contract records, including expirations, renewals, insurance compliance, and deliverables.
• Lead the solicitation process, including drafting and releasing Requests for Proposals (RFP), Invitations to Bid (ITB), and Requests for Qualifications (RFQ) ensuring notifications and documentation are compliant and free of errors.
• Coordinate bid postings, vendor notifications, evaluation processes, bid tabulations, and award documentation ensuring notifications are compliant and free of errors.
• Collaborate with the Finance Department to align contract activities with project budgets, funding timelines, and grant compliance requirements.
• Monitor vendor performance and contract compliance, following up with departments or vendors to address deficiencies or discrepancies.
• Participate in long-term planning discussions related to procurement scheduling, contract forecasting, and service continuity.
• Assist with vendor evaluation processes, bid tabulations, and award documentation to ensure all procurement activities are completed accurately, timely, and in accordance with applicable policies and procedures.
• Track key contract dates (renewals, expirations, deliverables, insurance) and ensure timely execution of all contract-related actions.
• Identify and communicate contract-related risks and opportunities to executive leadership.
• Lead the development and implementation of the Town's procurement and purchase order (PO) process, including streamlining workflows and configuring processes within the accounting system.

• Collaborate with Finance staff to align contract activities with project budgets, funding timelines, and grant compliance requirements.
• Monitor vendor performance and contract compliance, following up with departments or vendors to address deficiencies or discrepancies.
• Coordinate with legal staff to ensure contracts and solicitations comply with federal, state, and local laws, regulations, and Town policies, and to mitigate potential risk or liability
• Develop and implement standardized procurement and purchase order (PO) procedures, configuring workflows within the accounting system to improve transparency and efficiency.
• Create and update Standard Operating Procedures (SOPs), templates, and checklists for consistent contract and purchasing practices.
• Maintain and monitor centralized tracking systems for contracts, vendor data, and key renewal dates to ensure proactive follow-up and timely completion of all required actions prior to established deadlines.
• Prepare regular reports and summaries for Finance and Executive Leadership, including contract status, procurement activity, and compliance updates.
• Support the annual audit process by organizing and providing contract and procurement documentation.
• Ensure compliance with municipal procurement codes, Florida statutes, and applicable federal grant requirements.
• Provide guidance and training to staff on procurement policies, purchasing procedures, and contract documentation standards.
• Identify opportunities to improve procurement efficiency, cost savings, and vendor accountability.
• Attend all assigned meetings and events.
• Performs emergency response tasks and assignments as directed.
• Performs other duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

Education, Certification, and Experience:

• Bachelor's degree in public administration, finance, business, legal studies, or a related field required.
• Minimum of three (3) years of experience in contracts management, or procurement in a public sector or compliance-focused setting.
• Experience in municipal or government operations is highly preferred
• NIGP-CPP (National Institute for Government Procurement - Certified Procurement Professionals) certification highly desirable.

• Florida Certified Contract Manager (FCCM) highly desired.

*Relevant work experience may substitute on a year for year basis for required education.

Knowledge, Skills, and Abilities:

Knowledge:

• Knowledge in public sector contracting, procurement practices, purchasing codes, and regulatory compliance.
• Comprehensive understanding of the Town's Procurement Ordinance and the ability to interpret, apply, and enforce its provisions through daily purchasing and contracting activities.
• Understanding of municipal budgeting, basic accounting procedures, and project coordination.
• Knowledge of contract structure, key terms, and lifecycle management.
• Familiarity with competitive solicitation processes, vendor selection, and purchasing compliance.

Skills:

• Strong organizational and time management skills with attention to detail.
• Clear written and verbal communication skills, including ability to draft and interpret standard contracts and related documents.
• Skill in accurately drafting, reviewing, and processing contracts, solicitations, and purchasing documents to ensure they are error-free and issued within established timelines.
• Proficiency in Microsoft Office (Word, Excel, Outlook); ability to learn contract tracking or ERP systems.
• Skill in developing standard templates, checklists, and SOPs.
• Effective communication and interpersonal skills.

Abilities:

• Ability to effectively manage procurement and contracting workflows while providing guidance to others.
• Ability to analyze and improve systems and implement new procedures effectively.
• Ability to plan, coordinate, and monitor multiple contract actions simultaneously.
• Ability to support long-term procurement planning and assist with cross-departmental initiatives.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Ability to maintain positive working relationships and deliver excellent internal customer service.
• Ability to apply sound judgment and problem-solving in routine and non-routine contract issues.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to maintain reliability and work the assigned schedule.
• Ability to produce compliant, high-quality, and accurate documentation related to contracts and purchasing.

Physical Requirements:

• Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Task involves prolonged periods of working at a desk utilizing a computer and keyboard.

Environmental Requirements:

• Task is regularly performed without exposure to adverse environmental conditions.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires oral communications ability.

The Town of Fort Myers Beach is an Equal Opportunity Employer and a Drugfree Workplace.

The Town of Fort Myers Beach provides Veterans' Preference in employment for eligible veterans, spouses of veterans, and qualifying family members, in accordance with the Florida Department of Veterans' Affairs guidelines.

How to Claim Veterans' Preference:

1. Notify Human Resources at [email protected] to request Veterans' Preference at the time of application.
2. Obtain the Veterans' Preference Form, which will be provided by Human Resources, and indicate your eligibility.
3. Submit the required documentation (e.g., DD-214 form, VA disability letter, or applicable spouse documentation) along with your completed application.

If you require assistance or have questions about this process, please contact Human Resources at (239) 896-4284 or [email protected].

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following:

1. Pre-employment drug screening, pursuant to the Drug-Free /Alcohol-Free Employment Policy as outlined in the Town's Employee Handbook adopted by Council effective January 2022.

1. General background verification.