Summary

Essential Job Functions

• Executes a wide variety of standard and nonstandard purchases in accordance with established procedures and policies and procedures.
• Develops and prepares simple to moderate complexity levels of formal and informal procurements, to include solicitation, instructions, specifications, scope of services, special conditions, general conditions, proposal/bid forms, evaluation procedures and criteria, and other associated tasks.
• Coordinates and resolves questions or discrepancies between suppliers and requisitioners.
• Maintains confidential records and files on conversations with vendors, quote submittals and miscellaneous correspondence.
• Interacts with County personnel at all levels to assist and provide guidance and advice to resolve questions regarding needs, requirements, specifications, possible substitutions, grouping like items together for single purchase and answering inquiries pertaining to the financial software system.
• Administers the purchase order and requisition system; creates all purchase orders in the Financial Software System; makes all necessary changes and/or voids purchase orders if required; ensures accuracy of purchasing information in order to encumber purchase orders; runs all edit and open purchase order reports as requested by using departments/divisions.
• Issues emergency purchase orders and confirms prices or estimates with vendor and/or using agencies and document.
• Composes and prepares correspondence, reports and other documents.
• Trains County personnel in several areas of purchasing procedures and provides guidance to support staff.
• Implements new software releases, updating and automating the procurement functions.
• Represents the department at public meetings, opens and reads aloud sealed bids and quotes.
• Meets with company representatives to furnish information on procurement needs and on the nature, quality, and required conditions of the items or services requested.
• Creates new vendor numbers and verifies correct billing information with vendors.
• Travels to vendor facilities and job sites when appropriate.
• Answers telephones and handles inquiries regarding purchasing and/or direct caller to appropriate person or office; assists walk-in customers.
• Serves as a technical resource to County personnel regarding compliance with procurement rules and regulations by answering questions, resolving problems, providing guidance, and instruction. Provides guidance and direction to vendors/contractors regarding County procurement requirements.
• Processes small procurement card requests.
• Processes surplus asset transfer and disposal requests.
• Performs other related job duties as assigned.

Qualifications, Knowledge, Skills, and Abilities

Associates degree in Business or related field. Three (3) years of technical purchasing experience, or an equivalent combination of education, experience, and training.

Licenses or Certifications:

None.

Special Requirements/Qualifications:

Knowledge, Skills and Abilities:

• Knowledge of the methods and procedures of purchasing goods and services as applied to the procurement programs and policies of the County.
• Ability to carry out assignments, follow through on matters, and use independent judgment and training to take appropriate actions to deal with standard recurring situations.
• Ability to locate sources of supply and obtain and evaluate vendor quotes.
• Ability to apply and explain formal procurement rules and procedures to the purchase of goods and services.
• Ability to advise end users regarding products, sources of supply and procurement procedures.
• Ability to perform office and computer duties associated with executing purchase requests.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective working relationships with others encountered in the work.
• Ability to follow through on matters and using independent judgement and training to take appropriate actions to deal with standard recurring situations.

Additional Information

PHYSICAL DEMANDS

WORK ENVIRONMENT

Department/Division: Fiscal and Administrative Services/Purchasing

Pay Grade: 113

FLSA Status: Non-Exempt

Telework Eligible: Yes

Reports To: Assistant Chief of Purchasing

Supervises: None

• Begin employment by accruing 8 hours a month (sliding scale based on hours worked)

• Accrue 7.5 hours a month (sliding scale based on hours worked)

• May receive credit for up to 400 hours of accrued, but unpaid, sick leave from previous employer when they begin employment

• Employees working 1950 hours per year recieve 30 hours of PTO
• Employees working 2080 hours per year recieve 36 hours of PTO
• Employees working 2184 hours per year recieve 36 hours of PTO

• Up to 6 weeks of paid leave after birth/adoption of child

• Blue Choice Advantage, Prescription & Vision
• Blue Choice HMO Open Access, Prescription & Vision
• CareFirst Dental
• Delta Dental

• In order to be eligible for the pension plan, you must work at least 37.5 hours a week.

• County Pension Plan – Non-Public Safety, Mandatory Participation 4% employee contribution
• County Pension Plan – Public Safety, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Communications, Mandatory Participation 7% employee contribution
• Sheriff's Office Retirement Plan – Sworn, Mandatory Participation 8% employee contribution
• Sheriff's Office Retirement Plan – Corrections, Mandatory Participation 7% employee contribution

• Available to all employees, regardless of hours worked.

• Mass Mutual
• MetLife
• Nationwide Retirement Solutions

• No charge to employee (Valued at 1.5x the employee's annual salary, not to exceed $250,000)

• Supplemental insurance available for additional cost
• Dependent life insurance available for additional cost

• Benefit pays 60% of salary at date of disability up to $5,000/month

• Medical and Dependent Care

• Accident Policy and Critical Illness Policy

• A prepaid Legal Resource benefit

• Located at the Community Services building (8190 Port Tobacco Road, Port Tobacco, MD 20677)