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Procurement Specialist I

2 months ago

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

Position Overview:

The Procurement Specialist I role represents an entry-level opportunity within the centralized procurement domain, focusing on the acquisition of goods, services, capital assets, and construction initiatives. Key responsibilities encompass reviewing and processing purchase requests, assisting in the formulation of specifications for solicitation documents, managing the bidding process, facilitating negotiations, drafting contract documentation, overseeing contract administration from initiation to conclusion, and delivering exceptional customer service to both internal and external stakeholders.

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

Risk Assessment: Minimal Risk

Work Environment:
  • Involves both indoor and outdoor work related to pre-solicitation and project meetings.
  • Must be adaptable to relocation based on operational needs.
  • 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 and Bonding Requirements
  • Governmental Purchasing Methods
  • Analysis of Pricing Structures
  • Requisition Processes
  • Architectural and Engineering Terminology
  • Modern Office Practices and Equipment
  • Business English and Arithmetic
Ability to:
  • Utilize governmental purchasing methods effectively.
  • Deliver exceptional customer service.
  • Operate office equipment proficiently.
  • Communicate effectively in English.
  • Analyze and interpret specifications.
  • Maintain detailed records.
  • Utilize Microsoft Office 365.
Skills:
  • Decision Making
  • Analytical Skills
  • Interpersonal Communication
  • Organizational Skills
  • Excellent Communication Skills
Physical Requirements:
  • Ability to speak English clearly.
  • Manual dexterity and independent ambulation.
  • Capability to sit and stand for extended periods.
  • Ability to lift and carry up to 35 lbs.
Equal Employment Opportunity Employer M/F/D/V