Senior Purchasing Specialist presso Hays County, TX

About the Department

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.

Summary

Under general supervision, the Senior Purchasing Specialist assists County departments with the yearly auction, county wide inventory, county credit cards, Fuelman pins and cards, copiers, AT&T Phones, and supervises the Purchasing Specialist I. The Senior Purchasing Specialist performs supervision of purchasing and procurement work involving purchasing and procuring commodities, equipment, and services in accordance with guidelines, rules, policies, and laws, and provides advanced 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.  This position performs technical support services for the Hays County Purchasing Department to ensure all processes comply with state law and Hays County purchasing policies.  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.

Position Duties

Responsibilities

• Maintains and assists in the managing of the county wide copier contracts.
• Maintains files and assists in the managing of the county wide credit cards and authorized users.
• Maintains files and records and assists in the managing of the county wide cell phone contracts and upgrades. Assists county departments with cell phone service, work orders, and cancellation of services.

• Schedules, plans, and assists with the annual physical inventory of all County assets, to include all departments, subdivisions, and County employees and prepares assets and purchasing documentation required per Texas Local Government Code 262.011.
• Tracks all new purchases and all inter-departmental transfers
• Prepares regularly scheduled and ad hoc reports, prepares quarterly reports on fixed assets for department heads and elected officials, and other various reports at department request.
• Coordinates the annual auction and assists with identification and coordination of the disposition of surplus property.
• Assists Accounts Payable with reviewing invoices to check for accuracy, receipt of material, and compliance with purchase orders.
• Monitors legal and regulatory requirements pertaining to purchasing and procurement.
• Operates standard office equipment and 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 purchasing files consisting of correspondence, reports, purchase orders, vendor files, quotes, contracts, procurement reports, related records, and files.

• 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.
• Assures the services delivered by the purchasing department are met in timely matter.
• Schedules appointments and keeps calendars.
• Supervises the Purchasing Specialist I – trains, reviews and approves the following for compliance:
  • Tracks the status of requisitions and purchase orders to ensure they are being promoted in a timely manner
  • Ensures Purchasing Specialist I is submitting information into state and/or agency purchasing systems in a timely manner for compliance.
  • 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.
  • Prepares purchase orders and all supporting documents for purchases less than $50,000.
  • 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.
  • Orders office supplies and printed items for county departments on a weekly basis and coordinates delivery of supplies upon arrival.
  • Solicits informal bids and quotes for goods and services less than $50,000; coordinates with supervisor to determine best source and value for item requisitioned.
  • Assists in the monitoring of current contracts to ensure terms, billing and service are in compliance with original agreements and corrects problems as needed.
  • Verifies and monitors compliance with county purchasing policy and purchasing laws and regulations.
  • 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.
  • Performs other related duties as may be necessary.

Minimum Qualifications

Education and/or Experience

• High School diploma or equivalent.
• Five years full time purchasing experience.
• Experience in government public purchasing preferred.

Other Qualifications

Other Qualifications, Certifications, Licenses, Registrations

• Valid TX Class C driver’s license.