Purchasing Specialist

Overview & Purpose

Performs responsible administrative and fiscal work in the purchasing processes for the County. Responsible for participating and assisting in administering a Procurement and Purchasing Program for the County. Work includes general administrative work within the Purchasing Division, day‑to‑day administration of the County’s Surplus Program and back‑up for Purchasing Officer when absent. Work is performed according to guidelines established by the general statutes, county ordinances and in accordance with standard governmental practices.

Knowledge, judgement and tact are required in working with department heads, private contractors, bidders, and public agencies. Work is performed under general supervision and is reviewed through periodic conferences, successful application of the purchasing and contracting procedures as they pertain to informal procurement, successful operation of the surplus process, review of reports and records, and successful operation of the procurement, purchasing, and payment systems.

Reports to the Finance Director.

• Enter requisitions or Purchase Orders as needed.
• Review, proof, approve and convert all daily requisitions entered by County departments.
• Print and e‑mail final PO’s as needed.
• Request additional information from Departments as needed.
• Checks budget line items to ensure funds availability; checks requisition documentation for proper quotes and support documents.
• Assist departments with entering requisitions and answer MUNIS related questions.
• With oversight by the Purchasing Officer, administers informal bidding processes and purchases as conducted by Department buyers; provides technical guidance to Departments to expedite the process.
• Manages and administers County-wide Procurement Card Program and the BOA WORKS Card Reconciliation System.
• Request, compile and review new vendor documents and enter new vendors into the MUNIS database system.
• Maintain vendor bid lists including processing vendor applications, updating and monitoring lists, advising vendors, recording certified MWBE vendors and contractors.
• Prepares all title work for newly purchased vehicles and trailers; procure annual vehicle tag renewals. Includes preparation of check requests for fees, obtaining appropriation authorizations and signatures, processing applications, and seeking notarization as necessary.
• Administers group equipment maintenance by reviewing, allocating, and seeking departmental approval of quarterly invoices, code and deliver to accounts payable. Facilitate issues and problems between county departments and repair vendors.
• Obtains cost information for supplies, vehicles and services to assist county departments in the budget development and purchasing processes; researches cost information with vendors and on state contract.
• Prepares and maintains a wide variety of records and reports; enters data into and compiles data from various data bases.
• Prepares and maintains spreadsheet inventory of surplus property and coordinates collection and delivery of surplus property; prepares necessary documentation for declaration, transfer, and sale of surplus property; coordinates pick up of property with buyers.
• Provides assistance and back up for the Purchasing Officer on a wide variety of projects and issues.
• Answers telephone and greets visitors, receiving inquiries, providing information and/or referring callers to proper County officials, as appropriate.
• Maintain contract and project files, vendor and bidder lists and other materials.
• Works with vendors to set up new or close utility accounts.
• Create Word and Excel documents, confirm and sign for deliveries, notify departments of deliveries, order office supplies.
• Assists with fixed asset processing and entry.

Performs related duties as required.

• Working knowledge of the State Laws, ordinances, and regulations governing the purchasing and disposal of surplus materials, supplies and equipment.
• Knowledge of modern purchasing methods and procedures including automation processes for the operation.
• Working knowledge of various grades and qualities of commodities…