PURPOSE OF CLASSIFICATION
The purpose of this classification is to economically and effectively procure all items necessary for County departments on a timely basis, under current policies and procedures of the Clayton County Board of Commissioners. Duties are performed under the supervision of the Deputy Director of Central Services.
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. Daily Responsibilities Coordinates acquisition of all supplies and services for approximately fifteen (15) County departments. Reviews department purchase requisition reports for materials/supplies requested; ensures accuracy and completeness of information pertaining to requested items, including the development of proper specifications; obtains missing/additional information from departments; processes requisitions for items up to an established/approved dollar amount per transaction. Solicits and receives competitive price quotes from vendors; reviews/analyzes quotations, bids, and proposals; determines awarding of bids; verifies price and availability of merchandise needed; enters ordering data into the computer; determines delivery location, coordinating with department and vendor on direct deliveries or pickup orders. Submits prepay requests, where necessary, to the Finance Department and monitors such requests to ensure all of the product is received. Closes transactions when all criteria have been met. Communicates with freight companies to file claims for damaged or lost merchandise. Assigns vendor codes for each material/supply item ordered; obtains/processes information to set up new vendors, as needed. Recommends changes to master vendor list to properly maintain list forwarding copies to the Finance Department on all updates. Generates purchase orders; faxes/mails purchase orders to each vendor to process orders; verifies receipt of orders. Verifies receipt of merchandise; checks status of delivery on pending orders; ensures proper documentation to acknowledge delivery of orders; coordinates and/or conducts special trips to the vendor to pick up items and deliver to departments. Review invoices for accuracy, completeness, and appropriateness of charges; make appropriate calculations and research discrepancies; follow up on non-receipt of invoices; forward to Finance for payment. Coordinates return to the vendor of incorrect or damaged merchandise received at the warehouse; follows up on refunds, credits, or exchanges. Initiates/maintains communications with vendors to research products/prices, researches purchasing/invoicing discrepancies, coordinates merchandise repair/replacement, follows up on the status of orders, resolves problems, or discusses other issues. Coordinates purchasing activities with department personnel; provides information and answers questions; informs departments of relevant problems or market trends that could impact their operations; performs on-site visits to various departments, as needed. Maintains bidder files and annual contract files for reference to ensure compliance by vendors; maintains files of various vendor/product catalogs; maintains records of purchasing activities. Prepares or completes various forms, reports, correspondence, purchase orders, quotation requests, contracts, or other documents. Receives various forms, reports, correspondence, invoices, purchase order requisition detail reports, pending purchase requisitions, purchase orders, bids, specifications, contracts, policies, catalogs, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains., as appropriate. Operates a computer to enter, retrieve, review, or modify data; verifies the accuracy of entered data and makes corrections; utilizes work processing, database, Internet, or other programs. Communicate with supervisor, employees, other departments, vendors/suppliers, the public, and other individuals, as needed to coordinate work activities, review the status of work, exchange information, or resolve problems. Maintains a current knowledge of applicable laws/regulations; maintains an awareness of new products, trends, and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions, as appropriate.
RequirementsHigh school diploma or GED; supplemented by college level course work or vocational training in purchasing or business administration; supplemented by three (3) years experience and/or training that includes purchasing in a governmental environment, preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities of this job. Must possess and maintain a valid Georgia driver’s license.
Please follow the link to the Clayton County Employment Opportunities webpage. You can apply for this position by clicking on "Jobs" then under "Location" click on "Central Services. Our vacant positions will be posted. https://munisselfservice.claytoncountyga.gov/ess/employmentopportunities/default.aspx
Name: Stephanie Moncrief
Closing Date: May 31, 2024