Procurement Officer

Job Overview:

• Under general supervision, is responsible for procurement work of considerable difficulty;
• Performs related work as required.  Provides procurement and contract management aid to all divisions within entire agency. 
• Collects and manages required documentation, certifications, contract start/end dates, and budget.

Work Activities:

• Evaluating Information to Determine Compliance with Standards:
• Analyzes all purchases to ensure they meet all departmental, state and federal guidelines and justifies purchases through documentation.

Interacting With Computers:

• Writes and/or reviews 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. 

Resolving Conflicts and Negotiating with Others: Communicates with vendors and staff to resolve discrepancies, disputes and grievances.

Making Decisions and Solving Problems: Locates or identifies ordering errors and chooses the best solution to address the issue.

Monitor Processes, Materials, or Surroundings: 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.

Communicating with Persons outside the Organization: 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. Monitoring and Controlling Resources: Communicates with the fiscal division for accounting purposes and maintains purchase records for inventory control.

Documenting/Recording Information: 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.

Scheduling Work and Activities: Prioritizes and follows through on assigned tasks to ensure the highest priority is completed first.

Updating and Using Relevant Knowledge: 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.

Establishing and Maintaining Interpersonal Relationships: 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.

Qualification / Competency:

• Adobe Acrobat / Proficient (4-6 Years)
• Correspondence - Email / Proficient (4-6 Years)
• Correspondence - General / Proficient (4-6 Years)
• Customer Service / Proficient (4-6 Years)
• Customer Service Skills / Proficient (4-6 Years)
• Data Entry / Proficient (4-6 Years)
• Emailing / Proficient (4-6 Years)
• Filing / Proficient (4-6 Years)
• Microsoft Excel / Proficient (4-6 Years)
• Technical Skills- contract specification writing and review / Proficient (4-6 Years)
• Typing / Proficient (4-6 Years)
• Verbal Communication / Proficient (4-6 Years)

Company information
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