Procurement Specialist

Job Summary

Provides responsible administrative and clerical support for an assigned Division. Work involves preparing and processing varied administrative documents; preparing a variety of operational documents, forms, reports, records and summaries; entering data and retrieving information from Division databases; and maintaining automated and manual files.

Essential Functions

• Prepares a variety of procurement documents; assists with preparing request for proposal (RFP) and invitation for bid packages; compiles data and supporting documentation; copies, mails and distributes bid and proposal documents and addenda; prepares purchase orders, requisitions, letters, bid tabulation forms, mailing lists, etc.
• Processes purchase orders; receives and reviews purchase orders for completeness and required authorizations; records approved purchase orders and submits to appropriate procurement staff; distributes purchase orders to Divisions as appropriate.
• Establishes, updates and maintains Division databases, such as vendor applications, vendor subscriber files, proposal and bid records, etc.; establishes and updates schedules for various committee and/or bid/proposal meetings.
• Attends bid openings and assists with bid tabulation; prepares criteria sheets; records tabulations at bid/proposal openings; records final tabulations; and forwards bid results to bidders and project managers.
• Provides assistance to procurement staff by researching historical information, drafting purchasing documents and notification letters, gathering market data, researching available market of supplies, materials and publications; preparing fee schedules, and providing general assistance as requested.
• Provides assistance to vendors: answers telephone calls, correspondence and requests for assistance from vendors; researches and provides information; explains County purchasing policies and procedures; and provides copies of RFP and bid invitation information upon request.
• Maintains records of division programs and services, including activity logs for purchase orders, field purchase orders and MODs, prepares summaries of Division activities, monthly purchase order reports, and other reports upon request; prepares bimonthly newsletter and distributes to vendors.
• Directs, schedules, coordinates the transfer/disposition of surplus property; maintains records of surplus property declarations; controls the annual sale of surplus property; updates record of sale and the status of the surplus property.
• Delivers individual/group SAP training to County employees; prepares and set up training facilities, including setting up rooms, furniture, refreshments, equipment. Identifies modifications and/or improvements to training materials as necessary; distributes training related documents and materials.
• Maintains paper files of purchasing activities; files purchase orders, bid/proposal tabulations, vendor selection, etc.

Minimum Qualifications

• High school diploma or GED required.
• One (1) year of related experience.
• Fingerprinting required.

Supplemental information

• Salary offers above the minimum pay grade may be considered based on qualifications.
• Essential Employees may be required to work during an undeclared or declared emergency. The County’s Administrative Office will determine who will be required to work on an incident-by-incident basis.
• This job posting is not intended to be an all-inclusive list of responsibilities, skills, or working conditions associated with the position.