PROCUREMENT AGENT II

Job Title

Procurement Specialist

Job Description

The purpose of this position is to procure goods and services for the County in accordance with local, state, and federal procurement rules and regulations. Incumbents can independently and competently handle all but the most complex purchasing activities and have three years of experience in procurement in a government setting.

Examples of Duties

Processes purchase requisitions; receives purchase requisitions from County departments; reviews requisitions for accuracy and completeness; determines appropriate method of procurement; confers with vendors regarding pricing, availability and delivery of goods and services; and prepares, submits, scans, and enters associated purchase orders.

Administers informal bid process for defined equipment, supplies, materials, and services; obtains competitive quotes from appropriate suppliers and vendors; analyzes, evaluates, and tabulates quotes; and makes recommendations or selects vendors within defined limits.

Researches and develops bid specifications for equipment, supplies, materials, and services for the County; collects, reviews, and revises existing specifications; prepares new specifications for commodities and services in consultation with requesting department employees; and makes recommendations regarding selection.

Administers formal bid process as required; distributes bids and proposals to qualified vendors and suppliers; reviews bids and proposals; evaluates supplier performance and contract compliance; verifies use of registered suppliers; answers questions from vendors and suppliers regarding County policies and procedures, procurement laws, and other issues; and makes recommendations regarding selection.

Monitors use of County purchasing cards; reviews line-item purchases to ensure compliance with purchasing guidelines; requests and reviews receipts, travel documentation, training registrations, etc.; increases or decreases card limits; and disputes unauthorized charges with banking institutions.

Ensures vendors are in compliance with federal employment verification processes and documentation; requests and reviews required documentation from vendors; enters information and maintains documentation; and prepares related regulatory reports.

Administers contracts and agreements; ensures awarded vendor complies with bid specifications, such as pricing, delivery schedule, warranty, packaging, etc.; reviews change orders, negotiations, disputes, and discrepancy resolutions; and utilizes standard County terms and conditions, terminology, documentation, and administrative purchase order procedures.

Processes a variety of documentation associated with department/division operations, within designated timeframes, and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, other County employees, vendors, service contractors, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Performs other related duties as assigned.

Minimum Qualifications

Education and Experience: Requires a High School diploma or equivalent and three (3) years of related experience in government procurement, or equivalent combination of education and experience.

Licenses or Certifications: Must possess and maintain a valid Georgia driver's license.

Special Requirements: None.

Knowledge, Skill, Abilities / Supplemental Information

Knowledge, Skills, and Abilities:

• Knowledge of local government operations, purchasing related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.