Procurement/Warehouse Specialist

Salary : $53,836.62 - $66,260.45 Annually

Location : Green Cove Springs, FL

Job Type : Full-time

Job Number : 00363

Department : Finance

Opening Date : 01 / 21 / 2025

Salary is negotiable, commensurate with qualifications, experience and education.

Hours : 7am-5 : 30pm Monday-Thursday

JOB SUMMARY

This position performs responsible work in maintaining the City's warehouse facility. Evaluates requisitions and determines needs amid most suitable method of procurement of each; procures materials, equipment and services from vendors / contractors at the lowest evaluated cost; develops specifications for informal bids, prepares Blanket Purchase Order Agreements, evaluates bids, assists in the negotiates contracts; expedites orders; schedules deliveries and corrects problems that arise with delivery; and follows up on delayed orders and managing / maintaining purchase order system by carrying out assignments. Works with department heads and vendors to establish material standards. Evaluates bids and requests for quotes (RFQ) for product qualification, price comparison and product lead time to recommend vendor based on the combination of factors. Routinely reconcile inventory module of the City's financial system (ADG) to the quantities at the warehouse.

Examples of Duties / Knowledge & Skills

ESSENTIAL JOB FUNCTIONS

• Executes a wide variety of standard and nonstandard purchases in accordance with established procedures and policies.
• Meet with vendors to evaluate their products and obtain information on new products.
• Attend equipment / material trade shows.
• Routinely meet with customers to determine if their needs are being met, update them on new products, use their input to approve new products.
• Balance the wants of customers with the most appropriate materials to meet the needs of the customers while providing the best value to the City and with departmental budgets.
• Serve as the liaison between the vendors and the City - resolves disputes, arranges returns and credits, negotiates terms and conditions (shipping, etc.).
• Working with customers, develop standards and specifications.
• Provides vendors product specifications, solicits and evaluates quotes, prepares requisitions, processes and distributes PO's, receives and verifies materials, enters materials into system and places in appropriate locations.
• Manages inventory portion of ADG. Acts as city liaison with ADG to resolve inventory defects. Produces reports for various departments with ADG software.
• Maintains confidential records and files on conversations with vendors, quote submittals and miscellaneous correspondence.
• Processes and submits invoices for payment. Resolves invoice discrepancies.
• Uses various equipment (pallet jack, forklift, delivery truck, front end loader, etc.) to receive and place materials in inventory.
• Pulls inventory for customers. Prepares special inventory for special projects. Delivers materials to various job sites.
• Affixes catalog numbers and labels to shelving.
• Responsible for annual inventory and correction of discrepancies.
• Issues supplies from stockroom; submits monthly inventory reports and records orders for inventory control.
• Manages surplus process for city to include GovDeals liaison. Prepares "packages" for council approval. Interacts with purchasers to ensure paperwork is in order prior to releasing materials. Assist in logistics for purchasers. Resolves disputes with purchasers.
• Responsible for the maintenance of the fleet fueling systems to include daily fuel logs, maintaining inventory, fuel tank.
• Prepares quarterly Department of Revenue Fuel reports so city can be reimbursed for certain taxes.
• Monitors fuel usage, orders fuel as needed, monitors tanks and pumps for needed maintenance, and inspects monthly to ensure tanks and pumps are operating properly.
• Coordinates any maintenance needed with respective vendors for the maintenance and / or repairs to the pumps and / or tanks.
• Manages warehouse petty cash storage, distribution and documentation.
• Manages all shipping logistics such as USPS, UPS, Federal Express for warehouse.
• Trains additional staff to support warehouse logistics and inventory.
• Coordinates and resolves questions or discrepancies between suppliers and requisitioners.
• Performs other related duties as assigned.

Minimum qualifications & Requirements

MINIMUM QUALIFICATIONS

Education and Experience :

Associate degree and two (2) years of related experience in warehouse and purchasing, or an equivalent combination of education and experience.

Licenses or Certifications :

None.

Special Requirements :

Work is subject to inflexible deadlines.

Knowledge, Skills and Abilities :

PHYSICAL DEMANDS

The work is heavy and requires exerting up to 100 pounds of force occasionally, and / or up to 50 pounds of force to move objects. Also requires the following physical abilities : balancing, climbing, crawling, crouching, feeling, manual dexterity, grasping, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is performed in an office, warehouse, and outside environment.

Supplemental information

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

The City has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

The City of Green Cove Springs, FL commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City's policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex, country of national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, or status in any other group protected by federal / state / local law.

The City provides the following benefits to all regular full-time employees :

Do you have an understanding of inventory systems, please indicate what systems you are familiar with.

Do you have experience conducting an annual warehouse inventory, please explain.

Please explain your experience running a warehouse in detail.

Please explain your purchasing experience in detail.

Do you have an Associate degree and at least two years of experience in warehouse and purchasing?

Do you possess a valid Class "E" Florida Drivers License?

Required Question

Salary : $53,837 - $66,260