Procurement Specialist

Overview of the Position Procurement Specialists perform and coordinate administrative, technical, and professional work related to ensuring that court units within the District of Maine are supplied with the materials, equipment, and services required to function optimally, including ensuring compliance with the appropriate guidelines, policies, and approved internal controls. Procurement Specialists purchase supplies, equipment, and furnishings within a set dollar amount.

In addition, they maintain service contracts. Upon hire, employee must complete the Procurement Training and Contracting Officer Certification Program. A Procurement Specialist reports to a supervisor or manager.

* The position could also be filled on a part-time basis if necessary. Applicants interested in less than full-time employment should indicate so in their cover letter.

The Court reserves the right to modify the conditions of this job announcement, to withdraw the job announcement, or to fill the position sooner than the closing date, any of which actions may occur without prior written notice or other notice.

• Procure supplies, equipment, services, and furnishings from government and non-government sources through new contracts, competitive bids or existing government contracts. Plan and coordinate time and delivery of purchases.
• Assess requests for goods and services by ensuring that they are allowable under limitations, restrictions, and policies, as well as determining availability of funds. Review accounting records of each functional allotment and reconcile accounts. Ensure that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track certain expenditures.
• Maintains purchasing records and reports; monitors purchase orders to ensure timely completion or deobligation in JIFMS (i.e., specialized accounting software).
• Adhere to the Guide to Judiciary Policy, including Volume 14 (Procurement). Adhere to the court unit’s internal control procedures.
• Identify and maintain lists of vendors and sources of supply for goods and services. Review, evaluate, verify, and process invoices and prepare payment requests. Update the inventory listing of property and conduct inventory reconciliations.
• Some same day and/or overnight travel divisional office in Portland may be required.
• All other duties as assigned.

CL 25:
Entry-level position. Candidates must possess at least one (1) year of specialized experience that involves the regular and recurring application of clerical procedures demonstrating the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generation. Such experience is commonly encountered in governmental offices, law firms, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human resources/payroll operations.

CL 26:
Candidates must possess at least two (2) years of progressively responsible specialized experience that involves the regular and recurring application of clerical procedures demonstrating the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generation. Such experience is commonly encountered in governmental offices, law firms, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human…