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Procurement Specialist I

2 months ago

DeLand, Florida, United States Volusia Sheriff's Office Full time
Procurement Specialist I

General Overview:

The Procurement Specialist I role represents an introductory position within the centralized procurement sector, focusing on the acquisition of goods, services, capital assets, and construction initiatives. Key responsibilities encompass the evaluation and processing of requisitions, assisting in the formulation of specifications for solicitation documents, managing the solicitation process, facilitating negotiations, drafting contract documents, overseeing contract administration from initiation to expiration, and delivering customer service to both internal and external stakeholders.

Core Responsibilities:
  • Collaborates with internal stakeholders to engage with potential vendors, assess samples, specifications, and illustrations of new offerings.
  • Conducts site visits to vendor locations.
  • Maintains correspondence with vendors regarding all facets of the business relationship, including registration, delivery stipulations, substitutions, inquiries, quotations, and terms of purchase orders and contracts.
  • Works alongside internal teams to pinpoint suitable sources, competitive strategies, cost assessments, and contract formats.
  • Drafts routine solicitation documents within the designated field.
  • Reviews specifications prepared by others to ensure adequacy with internal stakeholders.
  • Assists in developing project timelines and verifying that specifications are complete and appropriate, making necessary revisions.
  • Issues solicitations to vendors; evaluates, tabulates, and analyzes submissions for compliance; reviews insurance and bonds for adherence to requirements and applicable laws; prepares award recommendations for supervisor review.
  • Organizes and leads pre-bid conferences to address inquiries regarding the solicitation process.
  • Participates in pre-project conferences to clarify contract requirements in the assigned area.
  • Processes requisitions, ensuring accuracy and compliance with applicable laws and procedures, verifies change orders for appropriate approvals, and aids in resolving invoice disputes.
  • Monitors contracts to collect historical data, ensure compliance, and facilitate timely renewals when necessary.
  • Acts as a liaison between internal stakeholders and vendors, assisting in resolving performance issues, disputes, and claims.
  • Clarifies responsibilities of parties designated within contracts.
  • Prepares correspondence for supervisor approval regarding issue resolution.
  • Establishes and maintains automated inventory control systems.
  • Responsible for capital items and verifies inventory for financial purposes.
  • Locates and issues materials as required.
  • Communicates with internal stakeholders regarding service, material, supply, and equipment needs, along with required delivery schedules.
  • Provides information about pricing, available products, and supply sources.
  • May be assigned to various locations based on operational needs.
  • Maintains regular and consistent attendance.
  • Adheres to all relevant ordinances and regulations.
  • Performs additional duties as assigned.
Status: Civilian

Risk Assessment: Minimal Risk

Environmental Conditions:
  • Work may be conducted indoors or outdoors related to pre-solicitation and project meetings.
  • Must be adaptable to relocation based on operational requirements.
  • Must remain available for work during emergencies or disasters as directed.
Required Skills and Knowledge:

Knowledge of:
  • General Orders and Procedures
  • Applicable Federal and State laws
  • Insurance Bonds
  • Clarifying responsibilities within contracts
  • Product specifications and delivery timelines
  • Governmental purchasing methods
  • Purchasing systems
  • Pricing analysis
  • Requisition processes
  • Identifying appropriate product sources
  • Architectural and engineering terminology
  • General commodities
  • Various computer programs and software
  • Legal documentation
  • Modern office practices and equipment
  • Business English and arithmetic
Ability to:
  • Utilize governmental purchasing methods.
  • Deliver exceptional customer service.
  • Operate office equipment effectively.
  • Read and write proficiently in English.
  • Drive a motor vehicle.
  • Engage in logical reasoning.
  • Comprehend and retrieve information.
  • Identify and propose solutions.
  • Maintain detailed records.
  • Interpret and evaluate specifications for completeness.
  • Communicate effectively.
  • Compose written correspondence.
  • Utilize Microsoft Office 365.
Skills:
  • Decision-making
  • Keyboarding
  • Presentation
  • Basic mathematics
  • Analytical
  • Computer proficiency
  • Basic English grammar
  • Interpersonal
  • Telephone etiquette
  • Organizational
  • Reading comprehension
  • Excellent communication skills
Physical Requirements:
  • Clear verbal communication in English.
  • Manual dexterity.
  • Ability to ambulate independently.
  • Capability to sit and stand for extended periods.
  • Normal vision or with reasonable accommodation.
  • Normal hearing or with reasonable accommodation.
  • Ability to walk, bend, squat, and lift/carry up to 35 lbs.
Equal Employment Opportunity Employer M/F/D/V