Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF TRANSPORTATION, REGION 2 GARAGE, HAMILTON COUNTY

This position is in the Region 2 Garage

Qualifications

Summary

Summary: Under general supervision, is responsible for procurement work of average difficulty; performs related work as required.

Responsibilities

1. Analyzes all purchases to ensure they meet all departmental, state, and federal guidelines and justifies purchases through documentation.

1. Directs the work of clerical and other staff as assigned.

1. Writes product specifications for use in bidding competitively with vendors for supplies, equipment, and services.
2. Prepares requisitions and purchase orders for supplies and equipment for state government use.
3. Conducts research in order to locate vendors and make product comparisons.
4. Proficiently uses Microsoft Office applications to document orders and communicate with others.
5. Manages time and leave for subordinates and self.

1. Communicates with vendors and staff to resolve discrepancies, disputes, and grievances.

1. Locates or identifies ordering errors and chooses the best solution to address the issue.

1. Prepares service contracts and screens purchase orders for accuracy and proper justification.
2. Receives supplies and follows up on late shipments with suppliers to determine causes.
3. Monitors payments and invoices to ensure vendors receive payment as per payment terms.

1. Analyzes all purchases to find more cost efficient options.

1. Contacts vendors for required information, documentation, and procedures and serves as a liaison between the department, General Services, and vendors.
2. Contacts vendors to solicit bids for purchases of supplies and equipment.

1. Communicates with the fiscal division for accounting purposes and maintains purchase records for inventory control.

1. Prepares a variety of records and reports such as letters to vendors, purchase orders, service contracts, and other operating records and reports.
2. Maintains current and accurate inventories of supplies and equipment to ensure the best use of state resources and tags state property as needed.

1. Prioritizes and follows through on assigned tasks to ensure the highest priority is completed first.

1. Monitors all contract periods for updates and expirations in order to ensure correct procedures are followed.
2. Monitors agency term contracts so as to have a new requisition in place to ensure continuity of goods and services.
3. Keeps updated on policy changes and revisions as they occur.
4. Researches catalogs, the internet, and trade magazines for product specifications and price information in order to best allocate state resources.

1. Establishes good working relationships and rapport with vendors.

1. Continually communicates with staff throughout the state to ensure all areas of the procurement process are accurate and completed.
2. Attends trainings and meetings regularly in order to meet area goals.

1. Reviews orders and may be involved in the physical receiving of purchased items in order to ensure accuracy and condition of the shipment.

1. May be required to walk, stoop, and lift supplies and carry to destination.

1. Uses a state vehicle to conduct site visits, pick up purchases, and attend training for procurement purposes.

Competencies

1. Administration and Management
2. Clerical
3. Customer and Personal Service
4. Computers and Electronics
5. Education and Training
6. Basic Knowledge of Accounting
7. Mathematics

1. Active Learning
2. Active Listening
3. Critical Thinking
4. Learning Strategies and Uses
5. Mathematics
6. Monitoring Your Performance and Other Individuals, or Organizations to Make Improvements or Take Corrective Action
7. Reading Comprehension
8. Communication Skills
9. Instructing
10. Negotiation
11. Persuasion
12. Quality Control Analysis
13. Computer Operation and Control
14. Equipment Selection- Determining the Kind of Tools and Equipment Needed to Do a Job
15. Complex Problem Solving
16. Troubleshooting
17. Judgment and Decision Making
18. Management of Material Resources
19. Time Management

1. Deductive Reasoning
2. Inductive Reasoning
3. Memorization - Remembering Information such as Words, Numbers, and Procedures
4. Number Facility - Adding, Subtracting, Multiplying, or Dividing and Calculating Percentages
5. Information Ordering - Arranging Things or Actions in a Certain Order or Pattern According to a Specific Rule or Set of Rules
6. Oral Comprehension
7. Oral Expression
8. Time Sharing- Shifting Back and Forth between Two or More Activities or Sources of Information
9. Written Comprehension
10. Selective Attention- Concentrating on a Task over a Period of Time without Being Distracted
11. Written Expression
12. Static Strength - Lifting, Pushing, Pulling, or Carrying Objects as Required
13. Auditory Attention- Focusing on a Single Source of Sound in the Presence of Other Distracting Sounds
14. Speech Clarity- Communicating Clearly so that Others Can Understand
15. Speech Recognition- Identifying and Understanding the Speech of Others

Tools & Equipment

1. Personal Computer
2. Multi-Function Printer
3. Telephone
4. Calculator