Primary Purpose

The Procurement Specialist is responsible for the procurement of uniforms, equipment, and office supplies. The Procurement Specialist processes approved Purchase Orders in the financial software system, sends approved Purchase Orders to the Vendor and/or Requestor, and reviews the open Purchase Orders list. The Procurement Specialist also assists with quote requests for varying departments and provides additional assistance with submitting orders as needed.

Education and Qualification Requirements

Minimum: High School Diploma or Equivalency

Type 25 WPM accurately

Valid Florida Driver's License

Advanced computer literacy

Advanced knowledge of Microsoft Word, Excel, and PowerPoint

Knowledge of purchasing and bidding principles and practices

Knowledge of applicable software preferred

Basic knowledge of general office equipment

Duties

Enter new vendors into the financial software system, as well as update existing records as requested

Source new vendors/suppliers and negotiate purchase terms as applicable/as needed to meet agency needs

Maintain and update supplier/vendor catalogues, as well as evaluate supplier performance

Compare vendor pricing/research bulk ordering price reductions for applicable items

Ensure purchased products and materials meet specific agency specifications

Conduct research as needed for agency equipment/supplies

Familiarity with the best public agency practices to procure goods and services

Assist with obtaining quotes as needed and review the quotes received

Complete purchasing related forms

Enter requisitions as needed for Vendor purchases

Review/approve pending inventory-related requisitions for employees

Review Reorder Report/Adjust Reorder Points as related to in-house stock items

Order office and specialty uniform supply items

Process, review, and send purchase orders

Respond to purchasing related questions

Enter New Hire pick tickets for uniforms/duty gear

Issue agency uniforms, equipment, and supplies to new hires

Maintain/update New Hire Cost spreadsheet

Document return of agency issued uniforms, equipment, and supplies for routine returns/separations.

Coordinate return of items when an agency employee transfers to a different division

Complete Adjustments as requested for inventory-related items

Assist with yearly Central Supply Inventory

Manage a variety of competing tasks and priorities while meeting deadlines

Compile data/ run reports at request of management

Maintain complete and accurate files via the agency software.

Other duties as assigned

Job Controls and Complexities

Report directly to Supervisor

Adhere to laws/agency policy/rules/ regulations/SOP/ procedures

Maintain confidentiality/security of files and information obtained in the course of employment

Process/compile/disseminate record/public record information as directed by approving authority in accordance with lawful requirements

Maintain continuity and operational efficiency by accurate and timely dissemination of information to Staff and co-workers

Take initiative, overcome obstacles, and maintain momentum on assignments.

Work independently as necessary with general guidance from supervisor to make decisions while exercising good judgment

Comprehend and follow verbal and written instructions in technical and non-technical language

Anticipate questions, issues, and concerns to act as an effective troubleshooter

Ability to prepare detailed, complete, and timely documentation

Apply logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources

Uphold poise while dealing with individuals in difficult situations while exhibiting tactfulness and diplomacy

Professional interaction with colleagues, other public agencies, developers, contractors, consultants, and the general public

Possess good interpersonal and communication skills

Adhere to leave, overtime and attendance policies/procedures (i.e. arrive promptly, regular attendance at work, notification to supervisor regarding absence from work due to illness or untimely incidents, etc.)

Contacts

SJSO Employees

Other government employees

General Public

Vendors and Suppliers

Specialist 3

Physical Environment

Work is primarily in an office environment under normal amount of stress

Normal business hours apply; however, hours are subject to vary and overtime may be necessary including nights, weekends, and holidays

Stand for long periods

Sit for long periods

See at normal range or with accommodations

Hear at normal level or with accommodations

Speak understandably

Manual dexterity

Ambulate independently

Frequently grasp/push/pull/bend/squat/lift/carry items up to 20 lbs or more

Occasionally reach above head/kneel/walk/climb/stoop/stand/lift items up to 20 lbs or more

Important Information

Regular attendance is critical to the success of this position and assignment and is required of all Agency

personnel.

The list of tasks, policies and proficiencies for this position, as well as any statements contained within this page are considered essential. All requirements are subject to possible modification to reasonably accommodate

individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant

risk to the health and safety of themselves, other employees, or the public. This job description in no way states

or implies the listed duties are the only duties to be performed by the employee occupying this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by his/her supervisor.

See SJSO Policy for additional information on agency expectations and Senior Status requirements

EFFECTIVE: 2/22/2024

History: New Job Description format