Job Descriptions & Pay
|Class Title:||PROCUREMENT SPECIALIST|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Responsible for planning, coordinating, and administering procurement functions, including solicitation, issuance and evaluation; purchasing of all commodities, services and construction; and maintenance of vendor databases. Incumbents perform work requiring considerable independence, initiative and judgment to resolve a variety of complex procurement problems. Performs related duties as assigned. Supervision is received from a Procurement Supervisor. This is a competitive classification.|
|Essential Functions:||(not intended to be all inclusive)
1. Analyzes and evaluates requisition forms to ensure purchases meet requirements of the Arizona Procurement Code.
2. Communicates with Department personnel in person, by telephone or in writing when discrepancies appear on Department requisitions and modifies forms accordingly to ensure adherence with Arizona Procurement Code, Department General Orders and state rules and regulations. Communicates with vendors to interpret, clarify, inform and resolve procurement issues.
3. Counsels and directs personnel at all levels on appropriate purchasing procedures and statewide contract information.
4. Determines appropriateness of sole source, brand name, and emergency procurement requests and prepares justification requests.
5. Communicates with the Department Procurement Officer on the more involved procurement issues and/or solicitation protests.
6. Confers with DOA/State Purchasing Office and the Attorney General's Office/Procurement Unit on procurement-related matters in order to respond to legal issues.
7. Prepares responses to solicitation protests for review and signature by the Department's Procurement Officer after researching issues and consulting with the Attorney General's Office. Testifies at legal hearings on solicitation protests as official Department representative for the state of Arizona.
8. Monitors contractor performance to ensure compliance with all contractual terms and conditions. Takes necessary steps to resolve performance issues.
9. Assists Department managers and employees in developing solicitation specifications, reviewing solicitation evaluations and editing these documents to ensure adherence to procurement code requirements.
10. Initiates and processes requests for quotations/proposals for Department purchases, researching, evaluating and making appropriate selection of commodity or service classification from the state master vendor list.
11. Conducts solicitation process to include pre-solicitation conferences with potential vendors to clarify bid specifications, openings to determine responses, evaluation of offers prior to forwarding to customers for evaluation and recommendation, and selection and notification to chosen contractor.
12. Directs evaluation of proposals by chairing evaluation committees and calculating weight factors for cost proposals.
13. Creates and updates vendor database files in the state-wide accounting system in order to establish authorized vendor status.
14. Audits employee relocation requests to ensure accuracy of forms in order to process reimbursements for approved relocation expenses; monitors portion of Finance Section budget allocated to relocation expenses in order to ensure all annual reimbursements stay within allocated amount.
15. Represents the Department at DOA/State Purchasing meetings and task forces by attending periodically called meetings in order to clarify the Department's position and philosophy on purchase-related issues.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. federal and state laws concerning procurement codes
2. records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
3. general accounting principles and practices.
4. word-processing, spreadsheet and database software programs related to job functions.
5. mathematics sufficient to calculate weight factors for cost proposals.
1. the use of office equipment (including computer devices, calculator, telephone, typewriter, fax machine, copier).
1. exercise good judgement in safeguarding confidential or sensitive information and adhere to high standards of confidentiality and honesty.
2. plan, organize, prioritize and perform multiple tasks to perform job functions in an orderly, efficient manner.
3. work independently with minimal supervision.
4. review, proofread, and verify forms and financial documents for accuracy in calculation, coding, and adherence to policies and procedures.
5. identify problems, analyze alternatives, and develop viable recommendations.
6. read, comprehend and interpret written materials of moderate to complex difficulty.
7. compose written materials of moderate to complex difficulty on procurement-related issues.
8. establish and maintain effective working relationships with those contacted in the course of assignment.
9. communicate in a group environment in order to conduct pre-bid conferences.
10. perform detailed contractual and financial work with a high degree of accuracy.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
|Minimum Qualifications:||Requires five (5) years buying/purchasing experience; or a Bachelor's degree from an accredited college or university in purchasing or related field and three (3) years of buying/purchasing experience.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA status- Non-Exempt
Current as of: 3/11/2014 11:12:27 PM