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State of Georgia Job Description

Job Title: PS: Purch & Proc Spec (AL)
Job Code: 31704
Last Update: 9/1/2010
Salary Plan: Statewide Salary Plan (SWD)


Job Description, Responsibilities, Standards, and Qualifications

Job Description:

Under general supervision serves as an advanced level Procurement Specialist. Provides in-depth research and analytical support for a complex category in a variety of procurement activities, and/or leads a less-complex category. Develops and executes procurement strategies that are designed to maximize customer satisfaction and minimize cost for assigned less-complex category(s). Develops and maintains effective working relationships with internal and external stakeholders. Manages category and vendor performance. Serves as a subject matter expert. May supervise analysts.

Job Responsibilities & Performance Standards:

Perform other duties as assigned by management.
1. Ensures contracts with outside vendors are properly processed.
2. Ensures that prompt, efficient service is provided in procurement of services, supplies and equipment.
3. Initiates bids, reviews bids for accuracy and makes awards according to established guidelines.
4. Reviews, approves and processes purchase requisitions to ensure requirements for supplies, materials, equipment and services are fulfilled.
5. Adequately researches products and department-wide needs for products.
6. Initiates purchase requisitions for contracts and coordinates and monitors the bid and award process with the appropriate Purchasing Division.
7. Determines the appropriate course of action regarding emergency purchasing situations and obtains appropriate emergency authorization numbers.
8. Appropriately distributes contracts to field personnel for ordering purposes.
9. Evaluates products, pricing and availability in order to determine which vendors are appropriate.
10. Adheres to all federal, state and departmental rules and regulations.
Develops, communicates, and implements procurement strategy for assigned less-complex category(s). Sets sourcing strategy based on overall procurement objectives, customer needs, supply market dynamics, technological changes in the marketplace, and other relevant factors. Compiles and analyzes data.
1. Develops and maintains an effective ledger system to accurately track each purchase by document number, line item and functional budget.
2. Properly prepares and provides routine and special budget status reports to the departmental budget office.
3. Ensures that budgets are properly balanced monthly and are not overspent.
Identifies target savings for assigned category. Validates addressable spend from spend analysis report. Benchmarks spend baseline against market to identify target savings. Revises target savings as necessary due to scope and information changes.
1. Provides input on budget needs in a complete and accurate manner within established time frames.
2. Demonstrates a thorough knowledge of organizational procurement needs.
3. Appropriately contributes to budget preparation by developing standard equipment lists for requests from new facilities/departments/units.
4. Develops and maintains a common equipment item cost schedule to be used by all units in the preparation of their zero-based budget requests, as required.
Develops Request for Quotes (RFQs), Request for Proposals (RFPs), and other solicitation documents based on specified sourcing strategies. Checks and corrects issues with technical writing such as clarity of specifications and grammatical errors. Conducts the technical writing of solicitation documents in compliance with applicable laws, policies, and procedures.
1. Properly interviews, negotiates with, evaluates and selects vendors according to state and departmental guidelines.
2. Monitors levels of customer satisfaction provided by vendors to ensure services provided meet agency needs.
3. Schedules and coordinates specification development and revision with attention to customer need, contract bid schedules and available man-power as required.
4. Properly approves and edits completed specifications for use on agency contracts.
5. Develops and revises adequate specifications as need dictates.
6. Obtains and coordinates the approvals required on specialized agency or construction contracts.
7. Develops knowledge of and maintains reference documents regarding services, supplies, equipment, etc., as required.
Supports strategic sourcing teams in the development of financial and technical evaluation criteria for more complex solicitations. Identifies key financial and technical criteria for vendor evaluation. Supports the evaluation process and category team to identify vendor for negotiation and/or intent to award.
1. Analyzes trends, expansions, department goals, objectives, etc., in order to aide in projecting needs for equipment, motor vehicle expenses, repairs and maintenance, supplies, services, etc
2. Monitors receipt of materials for timeliness and supervises proper distribution of all procurement activities.
3. Reviews FPO's and PR's for accuracy of shipment and forwards to Budget Officer for budget approval and then to Accounting for encumbrance of funds.
4. Audits all billing related to procurement, real estate leases, insurance, motor vehicle expenses and other areas of responsibility and approves for payment.
Develops negotiation strategies based on vendor response and market analysis to identify possible outcomes. Leads negotiation with selected vendors for less-complex category(s). Guides the strategic sourcing team to award the contract to the most qualified vendor. Supports complex negotiations as needed.
1. Collects information from files and records for the preparation of reports in a timely manner.
2. Assembles and verifies supporting information including invoices, tickets, test reports and other documents for the procurement payment of all accounts.
3. Verifies all charging information for accuracy.
4. Enters inventory account information promptly and accurately in order to maintain inventory system integrity.
Serves as central point of contact for customers and vendors of assigned category(s). Establishes and maintains effective channels of communication and working relationships with customers and vendors. Facilitates communication of solicitations in accordance with established formats and timeframes. Answers protests and/or vendor questions for specific solicitations in accordance with established timeframes. Ensures that customer service standards are met in all procurement activities for category(s).
1. Develops full familiarity with the operation of SPIN using a desktop personal computer and ensures that subordinates are trained in SPIN as needed.
2. Directs staff to use SPIN as a reference source for vendor and purchasing information.
3. Supervises staff in the use of SPIN to prepare purchase orders or requisitions for the purchase of goods or services.
Manages assigned category(s) and contracts on an on-going basis in accordance with the overall category procurement strategy and priority targets. Identifies reports and tracks purchases outside of established contracts. Monitors the life of contract to anticipate expiration dates and determine applicable strategies. Monitors performance of vendors against statewide contract obligations and serves as a resource to resolve issues/problems. Supports and recommends strategy for vendor performance management and oversees vendor performance scorecard. Supports the resolution of customer complaints.
1. Processes purchasing requests in accordance with established purchasing rules and regulations.
2. Verifies invoices, and reviews, approves and processes all payments for assigned units as required.
3. Effectively resolves any problems with vendors and field personnel regarding deliveries and payment of invoices.
4. Ensures that all necessary paperwork is received from field personnel in a timely manner.
5. Ensures all equipment ordered has a decal number and that necessary documentation is sent to property control.
6. Maximizes cash discounts by integrating orders for numerous institutions/delivery sites on unique commodities.
May supervises analysts in performing procurement responsibilities for assigned procurement category. Provides staff with clear performance expectations and objectives. Tracks and reviews established metrics to provide constructive feedback and evaluate the performance of assigned staff. Identifies training and/or development opportunities for assigned staff.
1. Treats customers with respect, courtesy and tact. Listens to customer and interacts with customer as a person while maintaining a business relationship.
2. Communicates with customers and obtains all required information necessary to determine and address their specific needs; tactfully explains why, if service cannot be provided.
3. Provides clear, accurate information; explains procedures or materials or provides supplemental information; anticipates problems and questions.
Utilizes computer skills to create, manage, analyze, and document sizable datasets and /or research information.
1. Treats all other State Personnel fairly giving no one preferential treatment.
2. Communicates accurate information to all other State Personnel in a professional and courteous manner that conveys a willingness to assist.
3. Accepts direction and feedback from supervisors and follows through appropriately.
4. Accepts responsibility for mistakes and takes action to prevent similar occurrences.
5. Uses appropriate established channels of communication.
Participates in the development and capture of knowledge management activities.
1. Participates in regular meetings, seminars and conventions as required.
2. Incorporates knowledge of pertinent new trends and developments into section policies and procedures and makes recommendations for any related organizational changes.
3. Reads applicable books, journals and other literature.
Complies with the Georgia Procurement Manual, procurement rules, and regulations.
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results; providing specific feedback and initiating corrective action when defined goals and/or results are not met.
3. Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.
4. Evaluates employees at scheduled intervals; obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments.
6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.

Sample Technical Competencies:

Knowledge of the types and grades of commodities and sources of supply
Knowledge of principles and practices of volume purchasing of goods and services
Ability to develop and prepare technical and/or statistical reports
Ability to gather and analyze technical data relating to the characteristics of commodities
Ability to complete purchasing forms
Ability to solicit business proposals
Ability to work independently with assigned purchasing projects

Entry Qualifications:

BachelorĀs degree from an accredited college or university in business administration, public administration or a directly related field AND Two years of experience in a purchasing environment OR Six years of experience in a purchasing environment OR Two years of experience at the lower level or position equivalent Note: Some positions may require certification. Professional experience in a purchasing environment providing support in collecting bids, completing procurement documents and related functions may substitute for the degree on a year to year basis.

Preferred Qualifications:

Experience supervising a procurement services staff. *or* completion of training and experience using the state purchasing information network (spin).

Career Development Levels:

FEP023 - PS: Purch & Proc Spec (SP)
Job description information is extracted daily from the official Phoenix HRMS Job Code database. Problems in conversion may cause formatting errors in some job descriptions.

The information presented, while not an exact or exhaustive listing, describes the work, performance standards, and qualifications typically required of positions or employees in this job. A specific position description or employee performance plan may differ as long as it is consistent with the core Responsibilities, Standards and Qualifications of that job.
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