PURCHASING SPECIALIST

Location: Finance
Job Title: Purchasing Specialist

Revision Date: 2/2006, 9/2011, 6/2012, 3/2015, 5/2016, 4/2018, 11/2019, 11/2020,
3/2023

GENERAL STATEMENT OF JOB

Performs responsible administrative and fiscal work in the purchasing processes for the County.

DISTINGUISHING FEATURES OF THE CLASS

An employee in this class is responsible for participating and assisting in administering a procurement
and purchasing program for the County. Work includes general administrative work within the
Purchasing Division, day-to-day administration of the County’s surplus program and back-up for
Purchasing Manager when absent. Work is performed according to guidelines established by the general
statutes, county ordinances and in accordance with standard governmental practices. Knowledge,
judgement and tact are required in working with department heads, private contractors, bidders, and
public agencies. Work is performed under general supervision and is reviewed through periodic
conferences, successful application of the purchasing and contracting procedures as they pertain to
informal procurement, successful operation of the surplus process, review of reports and records, and
successful operation of the procurement, purchasing, and payment systems. Reports to the Finance
Director.

DUTIES AND RESPONSIBLITIES

ESSENTIAL DUTIES AND TASKS

Enter requisitions or Purchase Orders as needed. Review, proof, approve and convert all daily requisitions
entered by County departments. Print and e-mail final PO’s as needed. Request additional information
from Departments as needed.

checks budget line items to insure funds availability; checks requisition documentation for proper quotes
and support documents.

Assist departments with entering requisitions and answer MUNIS related questions.
Manages and administers county-wide procurement card program and the BOA WORKS card
reconciliation system.

Request, compile and review new vendor documents and enter new vendors into the MUNIS database
system. Maintain vendor bid lists including processing vendor applications, updating and monitoring lists,
advising vendors, recording certified MWBE vendors and contractors.

Prepares all title work for newly purchased vehicles and trailers; procure annual vehicle tag renewals.
Includes preparation of check requests for fees, obtaining appropriation authorizations and signatures,
processing applications, and seeking notarization as necessary.

Administers group equipment maintenance contract including adding and deleting equipment as requested
by departments. Monitoring associated contracts for expiration, composing and sending appropriate
letters; reviewing, allocating, and seeking departmental approval of quarterly invoices, code and deliver to
accounts payable. Facilitate issues and problems between county departments and repair vendors.

Obtains cost information for supplies, vehicles and services to assist county departments in the budget
development and purchasing processes; researches cost information with vendors and on state contract.

Prepares and maintains a wide variety of records and reports; enters data into and compiles data from
various data bases.

Prepares and maintains spreadsheet inventory of surplus property and coordinates collection and delivery
of surplus property; prepares necessary documentation for declaration, transfer, and sale of surplus
property; coordinates pick up of property with buyers.

Provides assistance and back up for the Purchasing Manager on a wide variety of projects and issues.
Answers telephone and greets visitors, receiving inquiries, providing information and/or referring callers
to proper County officials, as appropriate.

Maintain contract and project files, vendor and bidder lists and other materials.

Works with vendors to set up new or close utility accounts.

Create Word and Excel documents, confirm and sign for deliveries, notify departments of deliveries, order
office supplies.

ADDITIONAL JOB DUTIES

Performs related duties as required.

RECRUITMENT AND SELECTION GUIDELINES

KNOWLEDGE, SKILL, AND ABILITIES

Working knowledge of the state laws, ordinances, and regulations governing the purchasing and disposal
of surplus materials, supplies and equipment.

Knowledge of modern purchasing methods and procedures including automation processes for the
operation.

Working knowledge of various grades and qualities of commodities purchased and of sources of supply
and price trends.

Knowledge of the application of modern office technology to fiscal procedures including use of data
bases, spreadsheets and specialized financial software.

Skill in customer service and negotiation.

Ability to evaluate products, services and prices.

Ability to communicate effectively in written and oral forms.

Ability to maintain effective working relationships with suppliers, contractors, department heads, and the
general public.

Ability to organize work for efficient processing and meet the established legal requirements.

PHYSICAL REQUIREMENTS

Must be able to physically perform the basic life operational functions of climbing, stooping, kneeling,
crouching, reaching, walking, lifting, fingering, talking, hearing, and repetitive motions.

Must be able to perform light work exerting up to 40 pounds of force occasionally, and/or up to 20
pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Must be able to use hand truck and pallet jack.

Must possess the visual acuity to work with data and figures, handle accounting processes, operate a
computer, and do extensive reading.

DESIRABLE EDUCATION AND EXPERIENCE

Graduation from a two (2) year College or Business School, and considerable experience in Purchasing,
or related business function; or an equivalent combination of education and experience.