Procurement Specialist - 3/11/25

Primary Purpose

The Procurement Specialist is responsible for the procurement of uniforms, equipment, and office supplies. The Procurement Specialist processes approved Purchase Orders in the financial software system, sends approved Purchase Orders to the Vendor and/or Requestor, and reviews the open Purchase Orders list. The Procurement Specialist also assists with quote requests for varying departments and provides additional assistance with submitting orders as needed.

Education and Qualification Requirements

• Minimum: High School Diploma or Equivalency
• Type 25 WPM accurately
• Valid Florida Driver's License
• Advanced computer literacy
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint
• Knowledge of purchasing and bidding principles and practices
• Knowledge of applicable software preferred
• Basic knowledge of general office equipment

Duties

• Primary for greeting and assisting walk-ins
• Primary for entering new vendors into the financial software system and updating existing records as requested
• Source, evaluate, select, and establish a working relationship with new vendors/suppliers and negotiate purchase terms to meet agency needs as needed
• Primary for maintaining and updating supplier/vendor catalogues, as well as evaluating supplier performance and pricing
• Primary for maintaining current Certificates of Liability Insurance and checking for expiring certificates once per month
• Update the Non-Stock Items spreadsheet quarterly
• Compare vendor pricing/research bulk ordering price reductions for applicable items
• Familiarity with the global best practices of public procurement through NIGP
• Assist with obtaining quotes as needed and reviewing the quotes received for accuracy/completeness
• Complete procurement related forms
• Respond to procurement related questions
• Enter requisitions as needed for Vendor purchases of supplies/equipment and for replenishment of inventory stock
• Primary for reviewing, allocating, releasing, and approving pending inventory-related requisitions for Agency members once eligibility is confirmed
• Primary for confirming requisitions for Amazon are approved within the required timeframe
• Primary for confirming all Created and Allocated Requisitions are handled within a timely manner
• Backup for reviewing and utilizing the Reorder Report and adjusting Reorder Points as related to in-house stock items
• Backup for processing, reviewing, and sending all Purchase Orders to the requestor or to the Vendor
• Primary for sending Issued Property lists to employees/staff and the documentation of returned agency issued uniforms, equipment, and supplies
• Primary for coordinating the return of items when an agency employee transfers to a different division
• Primary for notification to newly promoted or transferred employees of eligible applicable items
• Primary for completion of Adjustments as requested for inventory-related items
• Assist with yearly Central Supply Inventory
• Manage a variety of competing tasks and priorities while meeting deadlines
• Compile data/run reports at the request of management
• Maintain complete and accurate files via the agency software
• Other duties as assigned

Job Controls and Complexities

• Report directly to Supervisor
• Adhere to laws/agency policy/rules/ regulations/SOP/ procedures
• Maintain confidentiality/security of files and information obtained in the course of employment
• Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements
• Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers
• Exhibit excellent teamwork skills
• Take initiative, overcome obstacles, and maintain momentum on assignments.
• Work independently as necessary with general guidance from supervisor to make decisions while exercising good judgment
• Comprehend and follow verbal and written instructions in technical and non-technical language
• Anticipate questions, issues, and concerns to act as an effective troubleshooter
• Ability to prepare detailed, complete, and timely documentation
• Apply logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources
• Uphold poise while dealing with individuals in difficult situations while exhibiting tactfulness and diplomacy
• Professional interaction with colleagues, other public agencies, developers, contractors, consultants, and the general public
• Possess good interpersonal and communication skills
• Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)

Contacts

• SJSO Employees
• Other government employees
• General Public
• Vendors and Suppliers

Grade Classification

• Entry to intermediate level work
• Perform independently under general supervision
• Application of general knowledge of business practices in various situations
• Deals with problems or situations that remain stable

Physical Environment

• Work is primarily in an office environment under normal amount of stress
• Normal business hours apply; however, hours are subject to vary and overtime may be necessary including nights, weekends, and holidays
• Stand for long periods
• Sit for long periods      
• See at normal range or with accommodations
• Hear at normal level or with accommodations
• Speak understandably                          
• Manual dexterity
• Ambulate independently                                              
• Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs or more  
• Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 20 lbs or more

Important Information

Regular attendance is critical to the success of this position and assignment and is required of all Agency personnel.

The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or the public. This job description in no way states or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.

See SJSO Policy for additional information on agency expectations and Senior Status requirements

EFFECTIVE:             3/11/2025

History:                        New Job Description format