PURPOSE OF CLASSIFICATION
The purpose of this classification is to purchase repetitive goods and services in a time-efficient manner, to provide basic routine administrative support work relating to the purchasing function, process the issuance of tags and titles for County vehicles, and to organize quarterly public auction sales of surplus equipment/materials for the Central Services Department.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. in accordance with purchasing requisitions assigned under supervision, reviews requisitions to determine if items can be purchased from existing contract, and processes commodity requisitions for County departments. Processes a variety of documentation associated with tags and titles or other department activities within designated time frames and per established procedures; distributes documents or retains records as appropriate; processes mail from the general public. Maintain a paper file and computer file on all vehicles, which would include photocopy documents, and legal documents, and communicate with employees of other departments and outside agencies when necessary to resolve problems or questions. Issues forms to Finance to ensure vendors are paid in a timely manner for vehicles purchased. Assist vendors and various departments by researching and providing information on the status of payments, shipping dates, purchase orders, bids/proposals, and invoices, initiates problem resolution. Receives, examines, and reviews title supporting documents, emissions certificates, or other documentation. Prepares folders, maintains purchasing files, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments necessary to complete department records/files. Distributes license plates, governmental, confidential, civilian, and other specialty tags for all County vehicles. Enter transactions and data into an electronic bid processing system, an ERP financial system and other software programs, including vehicle identification numbers and other data; verifies the accuracy of entered data and makes corrections. Maintains a database of all County vehicles which would involve data entry, deleting, surplus, or moving a vehicle by department, and distributes tags to proper departments. Duties also require considerable proficiency in data entry. Receives documents supporting surplus vehicles and prepares for a public auction. Records surplus vehicles and prepare public auction of vehicles. Coordinates auctions with various online auction websites and various County departments to ensure all departments agree on vehicles to be sold at public auction. Places legal advertisement in local newspaper concerning auction. Maintains records of leased vehicles, and coordinates with outside leasing agent. Prepares or completes various forms, reports, correspondence, motor vehicle forms and/or other documents. Must prepare forms to purchase and renew confidential tags and salvaged titles from the State Department of Motor Vehicle Services. Communicate with supervisor, employees, other departments, State Department of Motor Vehicles, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Provides backup for receptionist, which includes answering the phone, face-to-face communication with the public, date stamp and sort mail to proper recipients, and maintain current up-to-date vendor file. Also provides bid information to the public, vendors, County departments, and other interested parties; answers general questions regarding bid packages, general County information, and provides driving directions; provides copies of bid packages, tabulation. Generates purchase orders; faxes/mails purchase orders to each vendor to process order; verifies receipt of orders. Responsible for issuing purchase orders for various departmental functions. Issues purchase orders for the processing of previously approved invoices or for purchases that do not require bidding. Assists staff in the research and preparation of specifications, invitation to bid forms, quotes, instructions to bidders, and other documents as necessary; assists in the development of appropriate vendor list for various types of solicitation including requests for quotes, bids, and requests for proposals; schedules bid and/or proposal openings and pre-solicitation conferences; records such openings and conferences as appropriate. Assists warehouse staff with inputting data from Capital Equipment Forms for surplus items; maintains the official record of all surplus items throughout the year; and develops an accurate list for quarterly surplus auctions. Assists with inventory control Organizes quarterly public auction sale of surplus equipment/materials identified by the Warehouse Supervisor on various auction websites.
High school diploma or GED; supplemented by one (1) year previous experience and/or training involving tag/title office operations, customer service, typing, and general office work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Name: Stephanie Moncrief
Closing Date: November 15, 2022