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Budget and Purchasing Specialist I DC

2 months ago

Dade City, United States Pasco County Clerk & Comptroller Full time

Budget and Purchasing Specialist

positions are part of the production-based career progression plan. Candidates are responsible for the collection, development, and evaluation of data required for implementing and managing the operational budget function for the Office of Clerk & Comptroller. They are also responsible for organizational purchasing, vendor relationships, and limited quantity fleet management. This role provides support in financial coordination of departmental productivity standards and organizational objectives via increasing levels of responsibility and complexity. Performs special projects as needed, with latitude for exercising independent judgment and initiative. Statistical and financial analyses are derived from a large financial system and linked spreadsheets. This position uses MS-Excel and ad hoc queries to collect, sort, maintain, and report data. Level I

Performs addition, subtraction, multiplication, division, decimals, and percentages. Creates linked spreadsheets that include mathematical formulas. Reviews and analyzes financial and statistical data for completeness and accuracy to help formulate annual budgets. Researches variances and prepares analyses and reports on significant purchasing and budget trends. Assists with preparation of instructions, forms, and procedures required for completion of the annual budget and presentation to the Board of County Commissioners and other agencies, as required. Limited, supervised monitoring of revenue and cash flows; may prepare, monitor, and forecast monthly interdepartmental allocations; creates budget amendments and journal entries for Budget and Purchasing Director review and approval. Obtains oral and written quotations from vendors. Analyzes specifications and determines the best source for procurement of materials/supplies. Places orders via a personal computer (PC) for input and retrieval of data. Maintains a filing system on pricing, vendors, and purchase orders to ensure immediate and accurate access to information. Follows up on back orders and makes arrangements for delivery; communicates expected delivery dates to end users. May receive and dispense merchandise. Accesses computerized purchase order system to ensure items are received according to the terms and conditions of purchase orders. Receives and reconciles packing slips and invoices; verifies quantities and cost of materials. Receives, reviews, and processes requisitions, purchase orders, and vouchers for accuracy and conformance with established policies and procedures. Confers with department heads to determine commodity needs and delivery schedules. Prepares simple cost and value analyses. Oversees maintenance and replacement of vehicles. Gathers and prepares data for auditors. Prepares correspondence, reports, and recommendations, as required, in response to administrative inquiries and to assist in the implementation of administrative decisions. May act as a liaison to the Clerk & Comptroller, Chief Deputy Clerks, directors, assistant directors, managers, Pasco County Office of Management and Budget, and other agencies as needed. Level II (in addition to Level I skills)

Assists with the review of operating budgets and evaluates operational data to help find efficiency in delivering services to the public and to meet performance measures. Creates complex cost/value analyses in relation to budget and purchasing requirements. Establishes and maintains tracking mechanisms for expenditure, maintenance, and operational costs. Creates mid-year budget analyses and fund carry-over projections. May act as a lead and provides input toward the completion of performance evaluations. Trains and assists teammates, as needed, to ensure effective and timely completion of budget or purchasing assignments. Proficient in all areas of budget, purchasing, and fleet management. Reviews new legislative requirements for reporting to directors, assistant directors, and managers. May develop grant applications for State and Federal funds in response to agency needs and the availability of funding; may oversee grant administration and reporting. Two-year associate degree in a bachelor's degree-seeking program or equivalent certifications in business, supply-chain management, Certified Purchasing Manager from a reputable school or program, or other directly applicable curriculum. All levels

Performs other duties as required. This position is typically posted at a Level I. The teammate progresses to the next level based upon defined criteria. However, candidates may be considered for direct entry to Level II based on education, training, and experience. Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows: Level I

Graduation from high school or possession of an accredited equivalency diploma AND the ability to pass skills tests such as typing, spelling, grammar, and math, OR; Graduation from high school or possession of an accredited equivalency diploma AND one (1) year budget or purchasing experience AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year. Level II

Graduation from high school or possession of an accredited equivalency diploma AND five (5) years of budget or purchasing experience of which four (4) years must be in a government environment AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year OR; Associate Degree AND three (3) years budget or purchasing experience in a government environment AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year OR; Bachelor Degree AND two (2) years budget or purchasing experience in a government environment AND the ability to pass skills tests such as typing, spelling, grammar, and math within one (1) year. Positions may be required to train teammates. Tasks involve the ability to exert light to medium physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light to medium weight (5-30 pounds). Valid identification to legally work in the United States is required. Live and advocate our commitment to the Organization's vision, mission, and values. Knowledge of accounting principles and general procedures of budget preparation and purchasing. Knowledge of principles and practices of public administration. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of the State legislative process and its relationship with the Office of the Clerk & Comptroller. Ability to organize and present clear and concise oral reports, as well as well-written ones. Ability to establish and maintain effective working relationships as necessitated by operational assignments and duties. Ability to work independently with minimum supervision. Ability to work with personal computers, spreadsheets, presentation software, and general office equipment. Ability to concentrate on repetitious or complex tasks for long periods which may produce some mental stress as a result of the complexity of the work assignment and time constraints. Ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations. Ability to work with confidential and/or sensitive data and files while complying with state and federal legal restrictions and legal advice restrictions for the Clerk & Comptroller's Office. Position and duty location may vary between east and west side of Pasco County, based on the workload. May be required to work outside normal business hours (infrequent). Current employees may receive preference. Work is performed primarily indoors at one or more of our office locations in Dade City and/or New Port Richey. Travel may be required. A valid driver's license is required to operate a Clerk vehicle. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. EEOC Statement

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

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