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Purchasing Specialist

Company: Government jobs
Location: Clayton
Posted on: January 25, 2023

Job Description:

Position Summary

The Purchasing Specialist will assist the Procurement Manager carry out day-to-day purchasing tasks. The Purchasing Specialist will be able to research market trends, maintain relationships, track inventory, and restock goods when needed.

Major Duties and Responsibilities

    • Ensure all invoices have the required coding and approval by each department before payment is disbursed.
      • Assist in the maintenance of the vendor, including the W9.
        • Reconcile invoices and purchase orders, process invoices for payment and prepares accounts payable checks.
          • Review payments for proper authorization, adequate budget to pay and reasonable account coding; submits checks to vendors (by mail, ACH, or pickup)
            • Upload ACH and positive pay file; files invoices and supporting documentation.
              • Process requisitions for all items requiring a purchase order as defined in the City's purchasing policy.
                • Coordinates purchasing details with vendor and the Purchasing Department, including pricing revisions, order cancelation and invoice discrepancies.
                  • Analyze invoices to ensure accuracy of goods delivered
                    • Resolve problems and issues arising from purchase of services, equipment and supplies.
                      • Supports the coordination of procurement activities - prepares, reviews, distributes and/or files routine correspondence, memoranda, letters, and reports for the assigned team.
                        • Coordinates or assists with the preparation of solicitation documents, the posting of project advertisements, the coordination of meetings, the handling of bid openings and the routing of contracts for execution/award as required by team member or supervisor.
                          • Handles all electronic correspondence effectively and timely.
                            • May coordinate calendar events to include planning/scheduling appointments, meetings, and interviews; update training calendar on a regular basis; contacts parties involved as appropriate.
                              • May prepare reports for team, division, or department.
                                • Handles special projects of an administrative or operational nature as assigned.
                                  • Performs related duties as assigned Desirable Qualifications

                                    Associates degree in business administration, procurement, or related field with two (2) years' experience in purchasing and/or contract administration. Or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

                                    HIGHLY PREFERRED:

                                    Preferred Education & Experience

                                    Bachelor's degree in business administration, procurement, or a related area, plus 2 years' experience in government procurement. Or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

                                    Certificates, Licenses and Registrations

                                    Certification by Georgia Department of Administrative Services or equivalent (e.g. Georgia Certified Purchasing Associate or Certified Public Purchasing Buyer) is preferred.

                                    Other Requirements

                                    • Knowledge, Skills and Abilities
                                      • Knowledge of general accounting and bookkeeping practices.
                                        --- Knowledge of State and Federal laws as related to accounting and auditing functions.
                                        --- Familiarity with public procurement terms, process, requirements, and laws.
                                        --- Intermediate knowledge of a cloud-based ERP system such as Oracle in addition to Microsoft Office Suite applications.
                                        --- Knowledge of administrative and office management procedures and methods.
                                        --- Organizational and project management skills.
                                        --- Knowledge of departmental structure and operations.
                                        --- Display effective oral and written communications skills, exercise diplomacy.
                                        --- Ability to build effective relationships within the department, the organization and with outside contacts.
                                        --- Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information.
                                        --- Intermediate use of computer hardware and office equipment.
                                        --- Operate computers programmed with accounting software to record, store, and analyze information.
                                        --- Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
                                        --- Code documents according to company procedures.
                                        --- Access computerized financial information to answer general questions as well as those related to specific accounts.
                                        --- Prioritizes and plans work activities and use time efficiently
                                        --- Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
                                        --- Interacts and communicates clearly with coworkers, citizens and vendors in a courteous, friendly matter
                                        --- Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
                                        --- Exhibits tact, consideration, and patience in difficult situations
                                        --- Approaches sudden, unexpected challenges effectively with confidence
                                        --- Punctual, follows instructions, responds to management direction and solicits feedback to improve performance
                                        --- Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
                                        --- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
                                        --- Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
                                        --- Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.

                                        OTHER REQUIREMENTS

                                        May work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings, or planned events.

                                        We offer a complete benefits package to full-time employees including health care, dental, vision, 401(a) defined contribution retirement, optional 457(b) deferred compensation plans, life insurance, short-term disability, 12 paid holidays, vacation, and sick leave.

                                        Part-time employees who work an average of 30 hours per week over the course of a year, receive medical benefits and vacation and sick leave on a pro-rated basis.

Keywords: Government jobs, Athens , Purchasing Specialist, Other , Clayton, Georgia

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