What are the responsibilities and job description for the Purchasing Specialist (Corrections) position at Shelby County Government?
Position Summary
Works under general supervision of the Finance Manager to perform the analytical and compliant duties involved in the governmental procurement process in accordance with all applicable policies to include the facilitation of the comprehensive informal and formal solicitation processes by preparing purchasing documents and forms for distribution.
Pay Grade: 51
Salary Commensurate with Experience and Education
Minimum Qualifications
1. Three (3) years of experience in purchasing procedures; AND
2. Bachelor’s degree from an accredited college or university in public or business administration, management, accounting, supply chain management or a closely related field; OR
3. An equivalent combination of education, training and/or experience.
4. PROOF OF EDUCATION, TRAINING AND/OR EXPERIENCE IS REQUIRED.
Duties and Responsibilities
1. Maintains accounting files, purchasing records and budget control files.
2. Ensures the division procurement activities including vendor and product research, price and delivery negotiations.
3. Understands and employs Shelby County Government purchasing policies, procedures and applicable purchasing ordinances.
4. Assists in preparing request for proposals (RFP), request for qualifications (RFQ), sealed bids and other procurement documents for the presentation to the purchasing department.
5. Develops informal solicitations as assigned or required.
6. Coordinates meetings with all the parties to discuss changes as needed.
7. Coordinates buyer and purchasing agent activities for buying supplies, equipment, or materials their employer needs.
8. Researches and evaluates potential suppliers to determine if they have a favorable price, quality, and speed of delivery.
9. Meets with vendors and visiting their distribution centers or plants to see their products and services.
10. Analyzes price proposals, financial reports, and other relevant information to decide on a purchase.
11. Negotiates contracts with suppliers and vendors for favorable conditions.
12. Ensures vendors meet the terms and conditions in their contract.
13. Ensures that all payment requests are properly documented and approved.
14. Prepares the necessary purchasing forms and obtains authorized signatures.
15. Reviews the bids from different vendors and selects the best value.
16. Completes all tasks timely and accurately.
17. Identifies purchasing concerns, provides suggestions and participates in resolution, as needed.
18. Maintains vendor contact information and periodically report to manager for vendor status.
19. Prepares purchase orders and payments for the division, including contracted services.
20. Performs other related duties as assigned.
KSAs
1. Knowledge of modern purchasing tasks, ideally in a governmental environment.
2. Knowledge of state and federal purchasing guidelines, and best purchasing practices.
3. Have working knowledge of contemporary automated purchasing systems.
4. Knowledge of and experience in applying business arithmetic and basic accounting controls.
5. Ability to maintain a system of records according to established criteria.
6. Comfortable knowledge of system changes and process improvements.
7. Ability to work in a fast-paced environment with good task management skills.
8. Proficient knowledge in use of MS Office software.
9. Ability to interact with division and other county personnel in a professional manner and with measurable results.
10. Ability to set priorities, monitor details, and communicate effectively both orally and in writing, and with a positive demeanor.
11. Ability to exercise good judgment, discretion, self-motivation and multi-tasking.
12. Ability to work effectively and diplomatically with colleagues, personnel at all levels of County Government and vendors.
Disclaimer
This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.
