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NEOGOV · 21 hours ago

Purchasing Specialist II

FL 32003), FL

Full-time

Onsite

Mid Level

$50K/yr - $58K/yr

3+ years exp

NEOGOV is looking for a Purchasing Specialist II to join the Clay County Sheriff's Office. This role is responsible for managing all purchasing functions and coordinating with fiscal departments to support agency-wide procurement needs.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

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

Ensures continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures

Establishes working relationships with vendors through in person meetings, phone and email communications; discusses and resolves problems regarding delayed goods and services delivery; returns damaged or incorrect items to vendors and processes necessary documents for credit

Displays a strong personal commitment to successfully completing work timely and of good quality

Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures

Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team

Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department

Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies

Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests

Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally

Makes Purchasing Manager and Controller aware of anything noteworthy, accomplishments, challenges, or issues

Responds to supervision, guidance, direction, and feedback in a receptive manner and in accordance with agency policies

Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public

Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies

Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers

Prepares/conducts and actively participates in job-specific training

Performs other duties as assigned

Qualification

Purchasing experienceVendor managementMicrosoft Office proficiencyTyping skillsBusiness Administration knowledgeAnalytical skillsCommunication skillsTeam collaboration

Required

High School Diploma or an acceptable equivalency diploma (GED)

Proficient in Microsoft office products

Speak and understand the English language

Associates 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

An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities

Driver's License

Birth Certificate

Social Security Card

Form DD214 for all periods served in the military

GED or High School Diploma and Sealed Transcripts from the highest level of education

FDLE Authority for Release (notarized)

Benefits

Florida Retirement System

A full suite of very affordable health/life/dental/vision benefits

Ancillary insurance policies

College reimbursement

Medical Coverage

Comprehensive medical coverage through Florida Blue at competitive rates

Dental Coverage

A choice of two dental plans, with the Sheriff's Office covering 100% of the single premium under the Low Plan

Life Insurance

Basic life and accidental death and dismemberment (AD&D) life insurance coverage of $ 20,000 is provided for each benefit-eligible employee

Long Term Insurance

Benefit-eligible employees may purchase long term insurance through the County's provider for life insurance at affordable rates

Supplemental Insurance

Supplemental Insurances such as short-term disability, hospital, cancer, and accident are available through Aflac, Colonial Life, and Liberty

Vision Insurance

A voluntary vision plan at affordable rates

Employee Assistance Program (EAP)

A comprehensive employee assistance program, provided by Aetna, which includes counseling, education, and referral services for employees and their eligible family members

Vacation/Sick Leave/Personal Time Off

Full-time employees accrue Personal Time Off (PTO) per year

Holiday Pay

The Sheriff's Office has eleven paid holidays and birthday leave for full-time employees

Retirement Plans

The Sheriff's Office participates in the Florida Retirement System

Deferred Compensation Plans

Employees may also elect to participate in the County's deferred compensation plan

Pre-Tax Benefits

Certain payroll deductions can be taken on a before-tax basis

Tuition Reimbursement

Florida Deputy Sheriff's Association Membership