Description

Description:

The Purchasing Specialist II will be responsible for all purchasing functions end-to-end as well as coordinating with Fiscal to support month-end processing and supporting all purchasing needs agency-wide. The Purchasing Specialist II reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer.

Duties:

• Oversees the process of obtaining vendor pricing information for products and services, as well as the determination of the optimum supplier in terms of price, quality, and delivery, to procure equipment, supplies, services, or part, in accordance with agency policy.
• Responsible for investigating and researching best value for the procurement of goods regarding quality and price.
• Oversees processing of requisitions, research processing of purchase orders and blanket purchase orders for supplies/equipment; ensures all required information is accurate, complete, and submitted to the appropriate authority in a timely manner. If Sole Source purchase; ensures sole source (F034) form and documentation are included with requisition; assign sole source tracking number and update Sole Source spreadsheet. If a Contract purchase, ensures contract numbers are verified with (www.MyFlorida.com) as a current and valid contract.
• Provides procurement support and services for department users to determine means and methods for requesting and completing procurement orders of commodities, materials, supplies, vehicles and equipment.
• Provides training for members to comply with all applicable purchasing local, state, and federal statutes and regulations.
• Oversees all aspects of online purchases to ensure items are ordered and received; verification of deliveries is addressed with requester in accordance with agency policy.
• Responsible for all credit card related purchases, providing all receipts and supporting documentation to the Fiscal team for monthly credit card statement reconcilement, as well as updating tracker spreadsheets with information.
• Responsible for all purchases for the SRO and School Safety units to ensure all purchases are properly segregated by fund, unit and aligned with the separate budget and funding received to support the SRO function for Clay County District Schools.
• Responsible for purchasing and supporting the Grant Unit for any products and/or services needing to be procured with grant funding and providing all purchasing supporting documentation to the Grant Unit in compliance with reimbursement requirements, such as storm related expenses incurred by the Incident Management Team.
• Oversees all aspects of receipt and or return of goods and securing supporting documentation for on-line purchases.
• Manages the Employee Expense Module in the Tyler ERP system to accurately record estimates and actuals that include training registration, travel and lodging, as well as regular employee and tuition reimbursements.
• Oversees vendor management and vendor file maintenance per agency policy; ensures F070 form is complete with copy of vendor W-9.
• Assists in the quarterly, bi-annual and annual audits of inventory held in various departments under the supervision of the
• Purchasing Manager and Accounting Controller.  
• Responsible for making suitable travel arrangements and conference registration as needed or as requested by an approved authority, taking into consideration agency policies/procedures concerning travel, airline/hotel/rental car availability and rates, and the requestor's schedule to ensure that the requestor can achieve his/her goals in the most safe and economically feasible manner possible.
• Responsible for accurate travel database detailing and securing all pertinent travel documentation including booking dates, travel dates, hotel and car rental reservations, airline tickets, phone numbers, and all other related documents, including advance and return travel, as well as updating tracker spreadsheets with information.
• Successfully handles multiple projects simultaneously.
• Issues gas cards to personnel on official travel and accurately documenting gas card information in the GATE Fuel spreadsheet and GATE Fuel card binder.
• Work with leaders in our organization to understand the needs of our organization and ensure we achieve our procurement goals in a timely manner.
• Utilize a variety of analytical techniques  for situation assessment, problem resolution and decision making with supervision.

Requirements

Qualifications and Requirements

• Associate's degree or course work in Business Administration, Public Administration, Accounting, or related field, and
• Minimum of three (3) years of responsible experience in Purchasing, or related field, preferably in a governmental organization.
• Proficient typing skills; at least 50wpm.

Or

• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• High school diploma or equivalent
• Proficient in Microsoft office products
• Speak and understand the English language