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Purchasing Agent I

3 months ago

DeLand, United States Volusia Sheriff's Office Full time
Purchasing Agent I

Position closes: August 26, 2024

Starting salary: $18.79 hourly

General Description:

The Purchasing Agent I position is an entry level assignment in the field of centralized procurement of commodities, services, capital goods, and construction projects. Responsibilities include, but are not limited to, reviewing and processing requisitions, reviewing and assisting in the preparation of specifications for solicitation documents, managing the solicitation process, facilitating the negotiation process, preparing contract documents, administering the contract from award through expiration, and providing customer service at multiple levels for both internal and external customers.

The most important and essential job function of the position is attitude which includes the following: interacting positively and cooperating with co-workers, responding politely to customers, working as a team member, functioning under intense time pressure, and responding in a positive manner to supervision.

Minimum Qualifications:
  • Bachelor's Degree in Business or related field. A comparable amount of education and experience may substitute for the minimum requirements (i.e.-High School Diploma/GED AND Two (2) years of experience in the procurement field).
Essential Functions:
  • Works in partnership with internal customers to meet with prospective vendors, inspect and review samples, specifications, and illustrations of new products.
  • Visits vendors' business sites.
  • Corresponds with vendors on all aspects of the business relationship, including registration, delivery requirements, substitutions, inquiries, quotations, terms and conditions of purchase orders and contracts.
  • Works with internal customers to identify the appropriate sources, competitive methods, cost analysis and contract formats.
  • Prepares routine general and front-end solicitation documents within assigned field.
  • Reviews all specifications (prepared by others in most cases) with internal customers to determine adequacy.
  • Works with internal customers to develop project timelines and to verify that specifications are appropriate and complete; and rewrites or edits as necessary.
  • Releases solicitations to vendors; reviews, tabulates, and analyzes submittals for compliance; reviews insurance and bonds to ensure compliance with submittal requirements and Federal, State laws and VSO procedures; prepares recommendations of award to supervisor; and reviews resulting assigned contracts for completeness.
  • Schedules and facilitates pre-bid conferences to address questions regarding the solicitation and/or the solicitation process.
  • Also schedules and participates in pre-project conferences to address/interpret contract requirements in assigned field.
  • Reviews and processes requisitions for assigned field, checks for accuracy and conformance with Federal, State laws and VSO procedures, verifies change orders for the appropriate approval authority, and assists in the resolution of disputes and discrepancies on invoices.
  • Monitors assigned contracts to gather historical data and ensure compliance and to facilitate a timely renewal process if applicable.
  • Administers, monitors, maintains, and acts as the liaison between internal customers and vendors by assisting in the resolution of performance issues, disputes, and claims.
  • Assists with clarifying responsibilities of parties designated within assigned contracts.
  • Prepares correspondence regarding issue resolution for supervisor's approval.
  • Establishes and maintains automated inventory control.
  • Responsible for capital items and verifies inventory for Finance.
  • Locates and issues materials as needed.
  • Communicates with internal customers regarding needs for services, materials, supplies and equipment, and required delivery schedules.
  • Furnishes information concerning prices, available products, and sources of supply.
  • May be assigned to other county locations based upon operational needs.
  • Attends work on a regular and consistent basis.
  • Must adhere to Federal, State, county and Local ordinances.
  • Performs other duties as assigned.
Status: Civilian

Blood and Viral Pathogen Risk: Minimal Risk

Environmental Conditions:
  • Inside work and/or outside work relating to pre-solicitation and project meetings.
  • Must be able to relocate to other county locations based upon operational needs.
  • Must be able to remain available to work during an emergency/disaster/epidemic, as directed.
Required Skills and Knowledge

Knowledge of:
• VSO General Orders/Procedures
• Federal, State laws and VSO procedures
• Insurance Bonds
• Clarifying responsibilities of parties designated within assigned contracts.
• Products, specifications, and delivery schedules
• Governmental Purchasing methods
• Purchasing system through ADG
• Analysis of pricing
• Requisitions
• Appropriate product sources
• Architectural and engineering terminology
• General Commodities
• Appropriate forms
• Various computer programs and software
• Legal Documents
• Modern office practices, procedures, and equipment
• Business English, spelling, punctuation, and arithmetic??????

Ability to:
• Use governmental purchasing methods.
• Provide exceptional customer service.
• Operate office equipment.
• Read and write English.
• Operate motor vehicle.
• Reason logically
• Comprehend
• Retrieve information.
• Identify solutions.
• Maintain detailed records.
• Interpret and evaluate specifications for completeness.
• Communicate
• Compose
• Utilize Microsoft Office 365

Skills:
  • Decision making
  • Keyboarding
  • Presentation
  • Basic mathematical
  • Analytical
  • Computer
  • Basic English grammar
  • Interpersonal
  • Telephone
  • Organizational
  • Reading comprehension
  • Excellent communication and interpersonal skills
  • Excellent Communication skills
Physical Requirements:
  • Speak English understandably
  • Manual dexterity
  • Ambulate independently.
  • Sit for long periods.
  • Stand for long periods.
  • See at normal range or with reasonable accommodation.
  • Hear at normal level or with reasonable accommodation.
  • Walk
  • Bend/squat
  • Lift/carry 35 lbs.

Equal Employment Opportunity Employer M/F/D/V