JOB
Under general direction of the Director of the BFA, Division of Purchasing and Procurement, this position performs administrative support work in the area of procurement for the Bureau for Children and Families on a statewide basis. This person will have responsibility for assuring that procurement within BFA conform to State Purchasing Rules and Regulations. Employee will have responsibility for procurement activities including but not limited to: creating agencypurchase orders; special requests; cell phone requests; hospitality requests; print job requests; P-card transactions; furniture requests; etc. Responsible for obtaining files from storage; creating monthly car mileage reports, including assisting regional staff as needed. Must interpret and apply policy using independent judgment in carrying out day to day responsibilities and responding to the needs of program staff. Performs other duties as required. DoHS's EEOP Utilization Report may be found at: https://dhhr.wv.gov/vip/pages/default.aspxClick The APPLY Link To Apply Online. IMPORTANT: Your eligible score will be based on information provided in your application; therefore, make sure your application is detailed and complete. You MUST complete ALL parts of the application, including the Work Experience section. ATTENTION: Applicant must verify post high school education by submitting an official transcript or diploma, training or licensure earned pertaining to this position by the closing date of the posting, if not previously verified. If you are claiming Veterans preference, please submit "MEMBER 4" form and/or your VA Letter. Protecting your personal information is our highest priority. If your official transcript, training/licensure, or Veterans documentation contains your Social Security Number and/or birthdate, please redact that information before submitting it to the Division of Personnel.Please attach documents to the online application before submitting it. Or, you may email it to: applicantservices@wv.gov or by mail to: WV Division of Personnel, 1900 Kanawha Blvd. E., Building 3, Suite 500, Charleston, WV 25305.This announcement is for one (1) or more specific vacancies and only applies to the location(s) indicated. Your application will remain active for this job for one-hundred eighty (180) days or until the job is filled. Application for this job does not automatically qualify you for other positions. Be sure to submit your application for each position of interest. To receive an email notice anytime jobs in this or other categories are posted, you may choose to complete a Job Interest Card from the slide-out menu located at the top left of our Job Opportunities page.
EXAMPLE OF DUTIES
Reviews purchase requests and determines if required merchandise is available through internal resources and/or agency or statewide contracts or if manufacturer bids must be solicited; collects bids, secures bids, holds public bid openings, prepares bid tabulations if required, and reviews bids to determine most cost-efficient bid meeting the requirements of the requisition.Checks requisitions for accuracy, completeness, and clarity; corrects any ambiguities in requisitions and adds needed information.Types and/or assembles requisitions, correspondence, memoranda and reports. Requests, obtains and compiles all required documents from purchase requester to complete the purchase order.Records, monitors and tracks requisitions and purchase orders to streamline the procurement process.Serves as the agency contact for vendors to confirm shipping dates and destinations.Monitors and oversees orders to ensure they meet the contract agreement and arrive in good condition and in a reasonable amount of time.Enters and maintains fixed assets and inventory records in system of record including substantiating the validity of assets based on commodity codes, dollar thresholds and added property forms, updating and modifying records due to location or staffing changes, tagging fixed assets, and retiring assets in accordance with state guidelines for fixed asset and inventory control. Conducts paper and on-site audits of fixed assets and inventory. Knowledge, Skills and AbilitiesKnowledge of the State purchasing laws, rules and regulations.Knowledge of the various types and grades of commodities and sources of supply.Knowledge of office methods, practices and procedures.Knowledge of basic math and/or bookkeeping.Knowledge of inventory control procedures.Knowledge of records retention and disposal.Ability to review forms and merchandise accurately to determine standards and specifications are met.Ability to understand and follow instructions.Ability to communicate effectively, both verbally and in writing.Ability to establish and maintain effective working relationships.
SUPPLEMENTAL INFORMATION
Four (4) years of full-time or equivalent part-time paid clerical experience may substitute for the required experience. This experience does not need to include purchasing supplies and maintaining inventory to qualify.