PROCUREMENT OFFICER 2 - 12312024-64180

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF TRANSPORTATION, DISTRICT 28 ADMINISTRATION/MAINTENANCE/ CONSTRUCTION/GARAGE DIVISION, COFFEE COUNTY

This position is located in the Region 2 - District 28 Garage Section.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and one year of specialized experience at the level of Procurement Officer 1.

OR

Graduation from an accredited college with an associate degree and three years of increasingly responsible procurement related work including one year of specialized experience at the level of Procurement Officer 1.

OR

Education equivalent to graduation from a standard high school and five years of increasingly responsible procurement related work including one year of specialized experience at the level of Procurement Officer 1.

Substitution of Experience for Education: Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Substitution of Education for Experience: Additional course work from an accredited college or university may be substituted for the required experience on a year-for-year basis, there being no substitution for the required one year of specialized experience at the level of Procurement Officer 1.

Necessary Special Qualifications: None.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Overview

Summary: Under general supervision, is responsible for procurement work of considerable difficulty; performs related work as required.

Distinguishing Features: This is the highest class in the Procurement Officer sub-series. An employee in this class has supervisory responsibility for purchasing, issuing, and storing materials, supplies, and equipment. This class differs from that of Procurement Officer 1 in that an incumbent of the latter is responsible for work of lesser scope and complexity.

Responsibilities

Evaluating Information to Determine Compliance with Standards:

• Analyzes all purchases to ensure they meet all departmental, state and federal guidelines and justifies purchases through documentation.

Guiding, Directing, and Motivating Subordinates:

• Assigns, trains, supervises, and evaluates the work of others.

Interacting With Computers:

• Writes product specifications for use in bidding competitively with vendors for supplies, equipment, and services.
• Prepares requisitions and purchase orders for supplies and equipment for state government use.
• Conducts research in order to locate vendors and make product comparisons.
• Proficiently uses Microsoft Office applications to document orders and communicate with others.
• Manages time and leave for subordinates and self.

Resolving Conflicts and Negotiating with Others:

• Communicates with vendors and staff to resolve discrepancies, disputes and grievances.

Making Decisions and Solving Problems:

• Locates or identifies ordering errors and chooses the best solution to address the issue.

Monitor Processes, Materials, or Surroundings:

• Prepares service contracts and screens purchase orders for accuracy and proper justification.
• Receives supplies and follows up on late shipments with suppliers to determine causes.
• Monitors payments and invoices to ensure vendors receive payment as per payment terms.

Analyzing Data or Information:

• Analyzes all purchases to find more cost efficient options.

Communicating with Persons outside the Organization:

• Contacts vendors for required information, documentation, and procedures and serves as a liaison between the department, General Services, and vendors.
• Contacts vendors to solicit bids for purchases of supplies and equipment.

Monitoring and Controlling Resources:

• Communicates with the fiscal division for accounting purposes and maintains purchase records for inventory control.

Documenting/Recording Information:

• Prepares a variety of records and reports such as letters to vendors, purchase orders, service contracts, and other operating records and reports.
• Maintains current and accurate inventories of supplies and equipment to ensure the best use of state resources and tags state property as needed.

Scheduling Work and Activities:

• Prioritizes and follows through on assigned tasks to ensure the highest priority is completed first.

Updating and Using Relevant Knowledge:

• Monitors all contract periods for updates and expirations in order to ensure correct procedures are followed.
• Monitors agency term contracts so as to have a new requisition in place to ensure continuity of goods and services.
• Keeps updated on policy changes and revisions as they occur.
• Researches catalogs, the internet and trade magazines for product specifications and price information in order to best allocate state resources.

Establishing and Maintaining Interpersonal Relationships:

• Establishes good working relationships and rapport with vendors.

Communicating with Supervisors, Peers, or Subordinates:

• Continually communicates with staff throughout the state to ensure all areas of the procurement process are accurate and completed.
• Attends trainings and meetings regularly in order to meet area goals.

Handling and Moving Objects:

• Reviews orders and may be involved in the physical receiving of purchased items in order to ensure accuracy and condition of the shipment.

Performing General Physical Activities:

• May be required to walk, stoop and lift supplies and carry to destination.

Operating Vehicles, Mechanized Devices, or Equipment:

• Uses a state vehicle to conduct site visits, pick up purchases and attend training for procurement purposes.

Competencies (KSA's)

Competencies:

• Dealing with Ambiguity
• Decision Quality
• Problem Solving
• Delegation
• Directing Others
• Informing
• Organizing
• Conflict Management
• Written Communication
• Approachability
• Customer Focus
• Ethics and Values
• Listening

Knowledge:

• Administration and Management
• Clerical
• Customer and Personal Service
• Computers and Electronics
• Education and Training
• Basic knowledge of Accounting
• Mathematics

Skills:

• Active Learning
• Active Listening
• Critical Thinking
• Learning Strategies and Uses
• Mathematics
• Monitoring your performance and other individuals, or organizations to make improvements or take corrective action
• Reading Comprehension
• Communication Skills
• Instructing
• Negotiation
• Persuasion
• Quality Control Analysis
• Computer Operation and Control
• Equipment Selection- determining the kind of tools and equipment needed to do a job
• Complex Problem Solving
• Troubleshooting
• Judgment and Decision Making
• Management of Material Resources
• Time Management

Abilities:

• Deductive Reasoning
• Inductive Reasoning
• Memorization - remembering information such as words, numbers, and procedures
• Number Facility - adding, subtracting, multiplying, or dividing and calculating percentages
• Information Ordering - arranging things or actions in a certain order or pattern according to a specific rule or set of rules
• Oral Comprehension
• Oral Expression
• Time Sharing- shifting back and forth between two or more activities or sources of information
• Written Comprehension
• Selective Attention- concentrating on a task over a period of time without being distracted
• Written Expression
• Static Strength - lifting, pushing, pulling, or carrying objects as required
• Auditory Attention- focusing on a single source of sound in the presence of other distracting sounds
• Speech Clarity- communicating clearly so that others can understand
• Speech Recognition- identifying and understanding the speech of others

Tools & Equipment

• Personal Computer
• Multi-Function Printer
• Telephone
• Calculator