Purchasing & Supply Specialist Full Time

JOB TITLE: PURCHASING/SUPPLY SPECIALIST

BUREAU: ADMINISTRATIVE SERVICES BUREAU

SUPERVISED BY: PURCHASING/SUPPLY SUPERVISOR

PAY GRADE: 11N CREATED:

FLSA: NON-EXEMPT REVISED: 2/20/2024

Characteristics Of The Class

Under the general supervision of the Purchasing/Supply Supervisor, employees in this class do detailed work involved in purchasing assigned commodity groups, including the review of requisitions and preparation of purchase orders. Work involves communication with vendors and agency officials on purchasing problems and on shipping, receiving and invoicing problems and processes. Employee’s work is reviewed by a supervisor to ensure conformance with established policies and procedures. Maintains a sufficient supply inventory to meet the needs of the Agency.

[NOTE]: These examples are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Essential Job Functions

• Reviews specifications used on all commodities within an assigned field.
• Obtains competitive quotations from vendors. Works with vendors to ensure the inventory contains the best in quality at the most reasonable cost.
• Stays informed on current market conditions, product availability, and factors impacting supply chain issues.
• Reviews agency purchase requisitions and prepares purchase orders; acts as oversight to ensure purchase requisitions are accurately input to place the order. Schedules delivery dates and follows up on delayed deliveries.
• Responsible for receiving product orders and ensuring shipment is accurate and received in good condition. Processes required information in agency financial system and forwards to accounts payable.
• Processes and completes purchasing/supply work orders submitted by agency personnel.
• Processes purchase card transactions with credit card receipts in the agency financial system.
• Maintains record and tracks agency body armor to ensure armor is being replaced per policy.
• Maintains an accurate and sufficient inventory of expendable items and updates item information in financial system.
• Maintains a record of any assets or property transferred to Purchasing until such items are appropriately disposed of.
• Assist supervisor with the purchasing of goods or services per agency policy.
• Perform the duties of the Purchasing/Supply Supervisor in his/her absence.

B. Knowledge, Abilities and Skills:

• Training and Experience:
• Graduation from a standard high school or possession of a GED certificate, including or supplemented by courses in bookkeeping and business practices.
• Experience in large scale buying and merchandising, or an equivalent combination of training and experience.
• The knowledge of large-scale purchasing methods and procedures.
• The knowledge of the grades, qualities, supply sources and market factors of commodity categories frequently required by agencies in the area of assignment.
• The knowledge of elementary bookkeeping methods in the keeping of accurate and systematic procurement records.
• The ability to maintain detailed records and to perform a variety of related clerical tasks.
• The ability to obtain and interpret market prices and trends and to apply such interpretations to procurement problems.
• The ability to operate standard office equipment such as a scanner, phone, copy machine.
• The ability to use a computer and computer programs such as Munis and Microsoft Office.

Essential Physical Skills

• Acceptable eyesight (with or without correction).
• Acceptable hearing (with or without correction).
• Ability to communicate clearly.
• Able to sit and/or stand for long periods of time.
• Ability to lift/carry a minimum of 50 pounds.

EQUAL OPPORTUNITY EMPLOYER