Job Description

Posting number: 202201339

Department: Purchasing Office

Job classification: Purchasing Specialist I

Posting type: Open

Categories: Administration, Purchasing

Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Under general supervision, the Purchasing Specialist I performs administrative work in support of the County’s purchasing process. The work involves treating a variety of unusual conditions, problems, situations, or questions in conformance with established criteria. The Purchasing Specialist I assists County departments with purchases and ensures the requisition and purchase process complies with State law and County purchasing policies. This position performs technical support services for the Hays County Purchasing Department. This employee’s work involves assessing effectiveness or investigating or analyzing a variety of unusual circumstances. This position affects the economic well being of Hays County.

Examples of duties

Responsibilities

• Performs general office support and clerical work for the Purchasing Department such as answering, screening, and directing telephone calls.
• Types standard forms, letters, and other material from rough draft.
• Sorts and maintains files consisting of correspondence, reports, purchase orders, vendor files, quotes, and contracts.
• Orders office supplies and printed items for county departments on a weekly basis and coordinates delivery of supplies upon arrival.
• Operates standard office equipment.
• Schedules appointments and keeps calendars.
• Delivers written materials and supplies to various locations and departments.
• Examines letters, forms, documents, or reports for accuracy and reports discrepancies to supervisor; maintains departmental accounts, records, and files.
• Verifies and monitors compliance with county purchasing policy and purchasing laws and regulations.
• Receives and processes requisitions, ensures availability of funds and receipt of best price, ensure purchase is in accordance with County Purchasing Policy and Purchasing laws, and generates purchase orders.
• Verifies receipt and documentation of items ordered, coordinates shipment and delivery schedules.
• Maintains awareness of budgetary guidelines to assure fund availability.
• Notifies department of insufficient budget funds during the requisition process.
• Makes recommendations to county departments regarding purchases; assists county employees by maintaining knowledge of a broad range of products, services, and vendors; and coordinates between users and suppliers on delivery, quality, pricing, and related issues.
• Composes and types of correspondence regarding vendor, pricing and purchasing issues.
• Assists departments with informal bids and quotes for goods and services per the Hays County Purchasing Policy.
• Enters data into Countywide financial and purchasing system.
• Runs monthly reports on open purchase orders; research outstanding purchase orders and checks with the department/Accounts Payable on the status of the purchase.
• Maintains commercial credit accounts and credit cards. Ensures authorized user list is up-to-date and purchases are compliant with county purchasing policy and purchasing laws and regulations.
• Assists with formal bid openings and proposal processes as needed.
• Maintains purchasing related records.
• Performs other related duties as may be necessary.

Qualifications

Education and/or Experience

• High School diploma or equivalent.

• Three years full time purchasing experience.
• Experience in government public purchasing preferred.

Supplemental information

Other Qualifications, Certifications and Licenses