GENERAL DESCRIPTION:

The purpose of this position is to negotiate specifications and statement of work, price, date of delivery and other contractual provisions with suppliers. This position develops, negotiates, and administers contracts, agreements, and the acquisition of proposals. Responsible for creating solicitations and contracts while analyzing cost estimates, for purchases up to $50,000.00. This position assists the Procurement Director and Assistant Procurement Director in issuing solicitations. Additionally, is also responsible for issuing purchase orders in excess of $2,500.00 for the procurement of materials, equipment, supplies and services in accordance to County Ordinance.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to obtain CPPB or CPPO Certification.
• Bookkeeping/Accounting skills.
• Clerical skills.
• Negotiation skills.
• Skilled in public speaking, with strong oral and written communication abilities and basic customer service skills.
• Knowledge of basic office equipment, procedures, and policies, as well as the organization’s operations, services, and overall policies.
• Skilled in document processing, including Excel and Word.
• Ability to give direction and to advise departments in the rules and requirements for making purchases.
• Ability to mediate between vendors and end-users.
• Ability to multitask.

EDUCATION AND EXPERIENCE:

• Associate’s degree in a related field, and three (3) years of related work experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities. College coursework with emphasis in procurement, bookkeeping or closely related field is preferred.

To perform this job successfully, an individual must be able to perform the essential job duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job.

• Prepares, reviews, and processes purchase orders, RFQs, ITBs, and RFPs; facilitates bid openings and pre-bid/pre-construction meetings; evaluates vendor submissions to ensure compliance with technical specifications and procurement requirements; and assists in monitoring projects to ensure adherence to procurement guidelines and timelines.
• Manages procurement-related accounting functions, including bookkeeping, invoicing, deposits, and year-end reporting; performs statistical analysis and workload reporting; and processes documents while developing and maintaining spreadsheets.
• Conducts document preparation/reporting for County Council/Senior Staff.
• Administers contracts up to $50,000 and ensures compliance with specifications and procurement regulations.
• Oversees vendor communication, including quote evaluations and market research; receives and responds to vendor and departmental inquiries, concerns, and requests; and resolves issues related to vendors, purchases, and deliveries.
• Supports departments with procurement activities, including billing, receiving, fund verification, and system troubleshooting; assists with purchase-related issues, account discrepancies, transfer forms, and other departmental requests.
• Maintains records and documentation to ensure audit compliance.
• Performs statistical analysis and reporting of workloads.
• Processes documents and develops spreadsheets.
• Provides training and guidance to ensure adherence to the County Procurement Ordinance.
• Maintains vendor database, credit accounts, and surplus/disposal records; handles listings and documentation for surplus property.
• Manages County-issued mobile devices and assists with related approvals, orders, and technical support.
• Coordinates P-Card program, including issuance, transaction support, compliance review, and reporting.
• Processes deposits for miscellaneous payments, e.g., FOIA request payments, checks in lieu of bonds, GovDeals checks, etc.
• Travels to attend conferences, continuing education courses, and/or other events as required.
• Performs other related duties as assigned.

Requirements: