PROCUREMENT SPECIALIST
#1510
General Characteristics:
A Procurement Specialist is responsible for performing general and specialized duties relating to the operation of the College's procurement and warehousing operations; provides services to departments in such areas as specification and bid preparation; maintains fixed asset inventory and coordinates disposal of surplus property; performs analysis of vendor responses and makes recommendations on award of contracts; provides reports to management on market trends, College expenditures and special considerations for procurement; processes and coordinates College-wide purchase orders, maintenance of purchasing records and training of personnel in the use of the online computer purchasing process; does related work as required. Physical strength and agility may be required to lift, carry, bend, stoop and move heavy boxes and cartons of warehouse supplies and inspect or tag inventory items. operating microcomputers requires manual dexterity and good visual acuity.
Examples of Work:
Coordinates the warehouse operations including ordering, inventory, shipping, receiving, cataloging, storage controls, arranging vehicle maintenance, financial record keeping and functions as the primary coordinator for on- and off-campus deliveries; purchases warehouse supplies.
Maintains the College fixed asset inventory and coordinates the process College-wide; coordinates the disposal of all College surplus property.
Purchases materials, supplies, equipment and services for College departments; solicits verbal and written quotes, formal invitations for bids, requests for proposals for materials, equipment, supplies and services; assists departments in the development of specifications, researches products and sources of supply and prepares necessary contract documents; prepares bid documents and administers a variety of solicitations; performs analysis of product information, bid data, vendor responses and pricing submittals and makes recommendations for award; monitors vendor compliance.
Coordinates the processing of purchase orders; checks account codes; assigns vendor numbers; verifies the authorization; coordinates the encumbrance process; monitors for accuracy and legality.
Processes all College purchase orders; approves purchase orders under $1,000; enters encumbrance data from purchase orders onto mainframe computer; selects, segregates, copies and tracks data from specific purchase orders; answers phone and forwards calls; coordinates all facsimile operations.
Knowledge, Skills and Abilities:
Knowledge of procedures and regulations pertaining to public sector purchasing; knowledge of purchase order, warehousing purchasing specifications, the bidding/quotation, inventory/property control and distribution/disposal processes; ability to maintain records; knowledge of and skill in the safe operation of a fork lift, palletjack, handtruck and delivery vehicles in confined quarters; knowledge of and skill in maintaining automated purchasing/warehousing records systems; ability to work under pressure and meet deadlines; ability to lift, carry, load and unload supplies and materials; ability to communicate effectively orally and in
writing; ability to work independently and to adjust the work routine to respond to requested services; ability to organize and coordinate Procurement efforts; ability to operate office equipment including copier, typewriter, microcomputer, calculator and fax machine; ability to safely operate a van; ability to provide analysis, evaluation and problem-solving assistance in recommending new techniques or developing solutions; ability to work well with College staff, students, administrators and the public; ability to lift and carry boxes and cartons weighing up to 50 pounds; ability to work safely.
Supervision:
Reports to and works under the general supervision of the Director of Purchasing Services. Work is performed independently using a knowledge of Oregon Revised Statues, Oregon Administrative Rules, the Lane Community College Business Operations Manual and other applicable regulations and laws pertaining to purchasing. Bid specifications and award recommendations are subject to review by the supervisor.
This position plans, assigns, approves, instructs, sets priorities and schedules the work of students assistants, hourly employees and volunteers. This position may plan, assign, approve, instruct, set priorities and schedule the work of Purchasing Services staff in the absence of the Director or in relationship to a special project.
Minimum Qualifications:
High school graduation or equivalent supplemented by course work in most of the following areas: composition, technical report writing, business communications, microcomputers, databases, business law, administrative procedures, business math, finance, business statistics, conflict resolution and human relations is required. Two years of experience in purchasing/warehousing is required. A current Oregon driver's license required.
Equivalent combination of training and experience will be considered qualifying.
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