Job Details for 1545 - Procurement Specialist
FLSA STATUS: Non-Exempt
Under general supervision; performs work of moderate difficulty related to the purchasing, processing and expediting of orders for materials, services, supplies and equipment for assigned department; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
An employee in this class does routine repetitive purchasing of supplies, materials, and some services for an assigned department; supervises the operations of inventory and stock control associated with the storing and supplying of materials, supplies, and equipment; work is performed under the general supervision of a department supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
• Does routine repetitive purchasing primarily in the commodity accounts
• Expedites capital equipment, supplies, materials and services for the department
• Researches vendors, analyzes quotes and assists in the preparation of bid documents
• Interviews vendors and reviews quality, availability and cost of various items to be purchased
• Works with Purchasing Department in sourcing research and exploration of substitutes/alternatives
• Evaluates alternatives and makes recommendations for approval
• Negotiates pricing, discounts, FOB, and delivery schedules
• Reviews and approves ordering of non-stock contractual stock items
• Ensures prices checks to determine accuracy and compliance with contracts
• Ensures quality control of purchased items
• Reviews and approves invoices for payment
• Processes invoice discrepancies through vendor contact to resolve problems
• Ensures prompt and efficient delivery of shipments, supplies and interoffice mail by staff
• Oversees and assists in the receiving, inventory and distribution of supplies and other materials
• Ensures the accurate maintenance of inventory records
• Monitors compliance of purchasing policies
• Plans and directs the messenger/delivery services
• Maintains regular attendance and punctuality
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Business methods, purchasing practices and trends
• Quality control and inventory standards
• Negotiating practices
• Laws related to governmental purchasing
• Basic mathematical computations
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Basic purchasing operations
• Analysis of data and preparation of reports
• Forecasting inventory needs
• Handling supply, equipment and mail receipt and distribution
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality
EDUCATION and/or EXPERIENCE
Completion of a High School Diploma, or General Equivalency Diploma (G.E.D.), and two years of experience in routine procurement of supplies, order expediting and inventory control in a governmental environment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Medium Work: Exerting up to 50 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Use of arm and /or leg controls requires exertion of forces greater than for sedentary work.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.
CERTIFICATES, LICENSES, REGISTRATIONS
This position requires a valid Illinois driver's license.