General Statement of Duties

Provides purchasing coordination and administration for the County, performs related work as required.

Classification Summary

Under general direction, to plan, direct and organize a centralized, municipal purchasing and contracting program and activities involving the acquisition of materials, supplies, equipment and services; and to perform related responsibilities as required. This position must possess clerical and customer service skills, knowledge of department functions with a good working knowledge of department policies and procedures. The work is performed under the supervision of the Human Resources Director, although some latitude is granted for independent judgment using standard practices to resolve customer issues or correct procedures. The principal duties of this class are performed in a general office environment.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Obtains competitive quotations, negotiates prices and terms and makes vendor recommendations for supplies, equipment, furniture and services.
• Audits invoices and materials/items received for accuracy.
• Maintains stock room operations including accurate picking/packing of requisitioned orders, replenishing supply inventory, and monitoring stock levels.
• Research product market information relating to furniture, equipment, materials, office supplies, professional and other services, and makes information available to operating staff.
• Expedites vendor shipments including completing related telephone and written correspondence.
• Writes specification for purchases as assigned.
• Reviews all County contracts and ensures all appropriate documentation is present prior to signature.
• Manages the Finance record archiving and retention procedures; coordinates with the County Clerk to ensure proper record archiving and destruction procedures are followed.
• Maintain effective working relationships with other County employees, supervisory personnel, local elected officials and the public.
• Communicates effectively both orally and in writing.
• Other duties as assigned.

Required Knowledge, Skills and Abilities

Knowledge of:

• State and Federal laws, rules and regulations pertaining to public procurement for local municipalities.
• Customer service procedures and techniques.
• English grammar, spelling, punctuation, and composition.
• Proper phone etiquette, filing, and record keeping practices and procedures.

Ability to:

• Communicate with internal customers to capture operational requirements and ensure the final product will meet the County's needs.
• Explain regulatory compliance issues related to public procurement for local municipalities.
• Understand and apply State and Federal laws, rules and regulations pertaining to public procurement for local municipalities.
• Maintain records efficiently and accurately.
• Perform duties accurately and efficiently under time sensitive deadlines.
• Follow written and oral instructions.
• Respond courteously to customer inquiries,
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties; these include a copier/printer/fax machine, multi-line phone, Microsoft Office, and more.
• Establish and maintain effective working relationships with other County employees, local businesses, elected and appointed officials, and the public.
• Communicate effectively both orally and in writing.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

Acceptable Experience and Training

• High school diploma or GED equivalency; preferably supplemented with course work in accounting, math or other business applications.
• One (1) to two (2) years purchasing experience with some accounting and billing, preferably in a municipal office position; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications:

• Idaho driver’s license is required.
• Additional consideration will be given to individuals with experience and/or certification in grant writing as this is a needed function of the county.

Essential Physical Abilities:

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to listen, discern verbal instructions and to communicate effectively on the telephone and in person.
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare and review documents and process them in a prescribed order, and organize documents and materials.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment.
• Sufficient personal mobility, flexibility, strength, agility, and balance, with or without reasonable accommodation, which permits the employee to work in an office environment and drive a motor vehicle.