This position performs entry to mid-level administrative work in support of the law enforcement and corrections functions of the agency. This position reports to the Director of Purchasing, Contracts, and Grants. The majority of duties involve processing purchase requests, conducting product and grant research, managing vendor files, liaising with vendors and agency staff, market and cost analysis, tracking and maintaining purchase order, grant, and contract files and records, support the competitive solicitation process, and assist with the day-to-day operations of the Purchasing, Contracts, and Grants Division within the Finance Department. This position adheres to the agency core values of honesty and integrity, accountability, teamwork, trust and respect and commitment to excellence. To be successful in this position, the employee must demonstrate competency in data entry and retrieval skills, time management skills, intermediate computer skills, general communication skills (both written and oral), inter-personal skills, customer service skills, problem solving skills and accounting skills.
- Review and process requisitions and purchase orders, including entry and management within the Agency’s purchasing and financial systems while ensuring compliance with applicable standards, completeness, and proper coding.
- Conduct, compile, and summarize research on available funding opportunities, potential cooperative contracts, and potential suppliers.
- Track and assist with administering grant and contracts.
- Track critical contract and grant deadlines to maintain compliance and meet agency needs.
- Liaise with agency staff and vendors to obtain quotes, resolve issues and disputes, and maintain the vendor records.
- Support the competitive solicitation process ensuring compliance with applicable standards.
- Review encumbrance and other payable reports and track status of purchase orders, working closely with Budget and Accounts Payable.
- Ability to work closely with others as a team.
- Ability to effectively communicate both orally and in writing.
- Ability to provide professional customer service skills to the public and agency members.
- Ability to prepare and present clear, accurate, concise, and objective written and oral reports.
- Ability to effectively manage and maintain accurate records within agency systems and produce accurate and useful reports.
- Ability to meet requirements and maintain required licensures and certifications as well as agency required in- service training.
- Ability to adhere to the standards and principles of the agency's core values and professionally represent the agency.
- Ability to report to work timely, consistently and as scheduled.
- Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the workplace.
- High school diploma or GED required; AND
- Four years of experience in purchasing, contract, or grants; OR
- Equivalent combination of education and experience ensuring candidate ability to perform essential functions of the position;
- Bachelor's degree preferred; AND
Knowledge and familiarity with online, computer-based systems such as Microsoft Word, Excel, Outlook, and Smartsheet preferred; AND
- Knowledge of product and services research methods preferred; AND
- Knowledge of governmental procurement principles and practices preferred.
- Must be able to lift, push, carry or pull a minimum of 25 pounds independently.
- Duties are routinely performed in an office environment that is free of environmental hazards.
