PURCHASING SPECIALIST

Purchasing Specialist - 79000242

This position provides high-level professional administrative support for the Division of Technology by conducting research, preparing reports, handling information requests, assisting with program management, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging meetings, as well as performs fiscal, purchasing and property control functions. Assists in conducting daily administrative activities. Provides operational support to the Division of Technology's Director's Office and units within the division. Handles administrative tasks (printing, filing, binding, etc.) for managers as needed. Prepares correspondence and documents as requested. Schedules appointments and return calls as requested. Acts as Division's Receptionist who receives and routes incoming calls to the Division to the appropriate individual. Manages incoming and outgoing mail, including shipping. Responsible for purchasing Technology items, office supplies and telecommunications equipment for the Department using a Purchasing Card (P-Card) and/or the MyFloridaMarketPlace (MFMP) eProcurement system, in accordance with the Department policies and State of Florida purchasing statutes and rules. Responsible for collecting and reconciling P-Card transactions in WORKS and other invoices before submission to the Division's Budget Coordinator or F&A for approval and payment processing. Also responsible for maintaining files and spreadsheets of detailed records. Process Requests for Quotes for commodities and/or contractual services from State Contract vendors pursuant to the provisions of the State Contract. Responsible for monitoring and working in the IT Purchasing queue tickets, updates with detailed notes and resolves tickets when completed. Assists in receiving, documenting and coordinating Department mobile devices, tablet devices and IT assets. This position acts as Fleet manager for the division and oversees all state vehicles assigned to the Division. Updates division vehicle policies for approval by the Director. Ensures data from the monthly reports are accurate and submitted timely. Maintains the Division vehicle inventory in the Department of Management Services Fleet database. Prepares vehicle inventory, maintenance and usage reports as required. Issues Fuel & Maintenance cards as required and assists with acquisition of new vehicles. Obtains license plates & titles from the Florida Department of Motor Vehicles when needed and communicates vehicle & license plate activities with the Division SunPass account manager. Reconciles all vehicle card charges to items reported on the vehicle logs submitted by the card users and notifies the property section of any corrections. Research discrepancies between the vehicle logs and the fuel card payment system. Analyzes all charges to ensure they are reported correctly and that all receipts are correct. Performs related work as required.

Knowledge of office procedures and practices. Excellent telephone etiquette. Knowledge of Microsoft Office Suite. Exhibits initiative and follow-through. Ability to work independently with minimal supervision. Ability to plan, organize and coordinate work assignments. Exhibits integrity in dealing with confidential or sensitive issues/correspondence. Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, and purchasing. Ability to understand and apply rules, regulations, policies, and procedures.

Minimum Requirements: Four (4) years of administrative or clerical experience in a professional office environment; and At least two (2) years of experience using the Microsoft Office Word, Excel and Outlook; and Valid Driver License. *Preference will be given to applicants with experience with MFMP and/or WORKS.