Purchasing Specialist II in Green Cove Springs, Florida at Clay County Sheriff's Office (FL)

The Purchasing Specialist II will be responsible for all purchasing functions end-to-end as well as coordinating with Fiscal to support month-end processing and supporting all purchasing needs agency-wide. The Purchasing Specialist II reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer.

• Oversees the process of obtaining vendor pricing information for products and services, as well as the determination of the optimum supplier in terms of price, quality, and delivery, to procure equipment, supplies, services, or part, in accordance with agency policy.

• Responsible for investigating and researching best value for the procurement of goods regarding quality and price.

• Oversees processing of requisitions, research processing of purchase orders and blanket purchase orders for supplies/equipment; ensures all required information is accurate, complete, and submitted to the appropriate authority in a timely manner. If Sole Source purchase; ensures sole source (F034) form and documentation are included with requisition; assign sole source tracking number and update Sole Source spreadsheet. If a Contract purchase, ensures contract numbers are verified with (www.MyFlorida.com) as a current and valid contract.

• Provides procurement support and services for department users to determine means and methods for requesting and completing procurement orders of commodities, materials, supplies, vehicles and equipment.

• Provides training for members to comply with all applicable purchasing local, state, and federal statutes and regulations.

• Oversees all aspects of online purchases to ensure items are ordered and received; verification of deliveries is addressed with requester in accordance with agency policy.

• Responsible for all credit card related purchases, providing all receipts and supporting documentation to the Fiscal team for monthly credit card statement reconcilement, as well as updating tracker spreadsheets with information.

• Responsible for all purchases for the SRO and School Safety units to ensure all purchases are properly segregated by fund, unit and aligned with the separate budget and funding received to support the SRO function for Clay County District Schools.

• Responsible for purchasing and supporting the Grant Unit for any products and/or services needing to be procured with grant funding and providing all purchasing supporting documentation to the Grant Unit in compliance with reimbursement requirements, such as storm related expenses incurred by the Incident Management Team.

• Oversees all aspects of receipt and or return of goods and securing supporting documentation for on-line purchases.

• Manages the Employee Expense Module in the Tyler ERP system to accurately record estimates and actuals that include training registration, travel and lodging, as well as regular employee and tuition reimbursements.

• Oversees vendor management and vendor file maintenance per agency policy; ensures F070 form is complete with copy of vendor W-9.

• Assists in the quarterly, bi-annual and annual audits of inventory held in various departments under the supervision of the Purchasing Manager and Accounting Controller.

• Responsible for making suitable travel arrangements and conference registration as needed or as requested by an approved authority, taking into consideration agency policies/procedures concerning travel, airline/hotel/rental car availability and rates, and the requestor's schedule to ensure that the requestor can achieve his/her goals in the most safe and economically feasible manner possible.

• Responsible for accurate travel database detailing and securing all pertinent travel documentation including booking dates, travel dates, hotel and car rental reservations, airline tickets, phone numbers, and all other related documents, including advance and return travel, as well as updating tracker spreadsheets with information.

• Successfully handles multiple projects simultaneously.

• Issues gas cards to personnel on official travel and accurately documenting gas card information in the GATE Fuel spreadsheet and GATE Fuel card binder.

• Work with leaders in our organization to understand the needs of our organization and ensure we achieve our procurement goals in a timely manner.

• Utilize a variety of analytical techniques for situation assessment, problem resolution and decision making with supervision.

• Ensures continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures.

• Establishes working relationships with vendors through in person meetings, phone and email communications; discusses and resolves problems regarding delayed goods and services delivery; returns damaged or incorrect items to vendors and processes necessary documents for credit.

• Displays a strong personal commitment to successfully completing work timely and of good quality.

• Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.

• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.

• Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department.

• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.

• Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.

• Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally.

• Makes Purchasing Manager and Controller aware of anything noteworthy, accomplishments, challenges, or issues.

• Responds to supervision, guidance, direction, and feedback in a receptive manner and in accordance with agency policies.

• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public.

• Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies.

• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.

• Prepares/conducts and actively participates in job-specific training.

• Performs other duties as assigned.

Minimum Education, Experience and Requirements:

• Associates Degree or course work in Business Administration, Public Administration, Accounting, or related field, and

• Minimum of three (3) years of responsible experience in Purchasing, or related field, preferably in a governmental organization.

• Proficient typing skills; at least 50wpm.

Or

• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

• High school diploma or equivalent

• Proficient in Microsoft office products

• Speak and understand the English language

• The following items (or authorized equivalents) may be required at various steps in the application process:

  • Driver's License

  • Birth Certificate

  • Social Security Card

  • Form DD214 for all periods served in the military

  • GED or High School Diploma and Sealed Transcripts from the highest level of education

  • FDLE Authority for Release (notarized)

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions.

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1stof the month after a full 30 days worked. For more information on benefits, please visithttps://www.claycountygov.com/government/personnel-services/employee-benefits.

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy.

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team atHR@ClaySheriff.com.

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories).

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application athttps://www.claysheriff.com/departments/employment/.