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

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

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

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

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

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

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

• Analyzes all purchases to find more cost efficient options.

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

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

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

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

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

• Establishes good working relationships and rapport with vendors.

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

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

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

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

Competencies

• Administration and Management
• Clerical
• Customer and Personal Service
• Computers and Electronics
• Education and Training
• Basic Knowledge of Accounting
• Mathematics

• Active Learning
• Active Listening
• Critical Thinking
• Learning Strategies and Uses
• Mathematics
• Monitoring Your Performance and Other Individuals, or Organizations to Make Improvements or Take Corrective Action
• Reading Comprehension
• Communication Skills
• Instructing
• Negotiation
• Persuasion
• Quality Control Analysis
• Computer Operation and Control
• Equipment Selection- Determining the Kind of Tools and Equipment Needed to Do a Job
• Complex Problem Solving
• Troubleshooting
• Judgment and Decision Making
• Management of Material Resources
• Time Management

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

Tools & Equipment

• Personal Computer
• Multi-Function Printer
• Telephone
• Calculator