Procurement Specialist

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.

• 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 Power Point
• Knowledge of purchasing and bidding principles and practices
• Knowledge of applicable software preferred
• Basic knowledge of general office equipment

• Primary for greeting and assisting walk-ins
• Primary for entering new vendors into the financial software system and updating existing records as requested
• Source, evaluate, select, and establish a working relationship with new vendors/suppliers and negotiate purchase terms to meet agency needs as needed
• Primary for maintaining and updating supplier/vendor catalogues, as well as evaluating supplier performance and pricing
• Primary for maintaining current Certificates of Liability Insurance and checking for expiring certificates once per month
• Update the Non-Stock Items spreadsheet quarterly
• Compare vendor pricing/research bulk ordering price reductions for applicable items
• Familiarity with the global best practices of public procurement through NIGP
• Assist with obtaining quotes as needed and reviewing the quotes received for accuracy/completeness
• Complete procurement related forms
• Respond to procurement related questions
• Enter requisitions as needed for Vendor purchases of supplies/equipment and for replenishment of inventory stock
• Primary for reviewing, allocating, releasing, and approving pending inventory-related requisitions for Agency members once eligibility is confirmed
• Primary for confirming requisitions for Amazon are approved within the required timeframe
• Primary for confirming all Created and Allocated Requisition s are handled within a timely manner
• Backup for reviewing and utilizing the Reorder Report and adjusting Reorder Points as related to in-house stock items
• Backup for processing, reviewing, and sending all Purchase Orders to the requestor or to the Vendor
• Primary for sending Issued Property lists to employees/staff and the documentation of returned agency issued uniforms, equipment, and supplies
• Primary for coordinating the return of items when an agency employee transfers to a different division
• Primary for notification to newly promoted or transferred employees of eligible applicable items
• Primary for completion of 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 the request of management
• Maintain complete and accurate files via the agency software
• Other duties as assigned

• 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
• Exhibit excellent teamwork skills
• 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…