Location: 320 Robert S Kerr Rm 117, Oklahoma City, OK 73102
Supervisor: Director, Purchasing
Phone:
Fax:



Description

ESSENTIAL DUTIES AND RESPONSIBILITIES including the following:•Maintains regular attendance at work and is consistently on-time.•Present at designated work site a minimum of 40 hours per week.•Assists with the requisitioning and purchasing process, inventory control, and customer relations Performs responsible administrative and purchasing duties of a varied nature within the County’s financial system. Purchasing Duties:•Responsible for issuing solicitation documents, tabulating and awarding bids (under the supervision of the Purchasing Officers and/or Purchasing Director).•Work with vendors and county departments to solve purchasing problems.•Compose, type, and edit bids, correspondence, reports memoranda and other material requiring judgment as to content, accuracy and completeness.•Reviewing and processing requisitions from MUNIS, current system.•Schedule Pre-Bid meetings with the various departments (with assistance from Purchasing Officers).•Preparing quotes and re-bids, as needed.•Makes applicable reports using procurement system spreadsheet, and word processing applications.•Provides coverage for/assistance to other staff.•Performs such other duties as may be delegated by the appointing authority or as may be provided for by law. Routine Duties:•Provides public service and support; answers calls and questions, and other public inquiries (weekly).•Handles responses in reference to inquiries from employees, vendors and others. When necessary, refers to other appropriate personnel (daily).•Routes incoming mail. Prepares outgoing mail. Locates and attaches appropriate file to correspondence (daily).•Types and reviews a variety of correspondence, forms, memorandums, transcriptions and reports (daily).•Attends all staff meetings (weekly).•Maintains filing system, both active and inactive, files correspondence and other records (daily).•Maintains department websites including department website(s) and social media platforms (weekly).•Maintains office forms and procedures (monthly).•Responsible for ensuring vendors receive appropriate documentation for the registration process (weekly).•Assists in orienting new employees, including purchasing and receiving personnel in other county departments (monthly).•Assists in preparing agenda items for Board of County Commissioner Meetings of (weekly), and Budget Board Meetings (monthly).•Summary sheets - (weekly).•Bidder's list - (weekly).•Reviews files for compliance with statutes, rules and regulations (weekly).•Studies catalogues, trade publications and purchasing manuals; participates in on-going training programs (monthly).•Performs extensive research to learn of new vendors and new goods and services as needed by departments (weekly).•Frequent research of statutes, contracts and procedures (weekly).

Experience

QUALIFICATIONS/SKILLS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.•Experience working in a purchasing environment with responsibilities directly related to procurement functions is highly preferred. •Ability to perform duties accurately, to effectively meet and communicate with the public and co-workers, to understand and follow department/county policies and procedures and/or written or oral instructions.•Ability to determine the most efficient method for completing tasks and insure the accurate and timely completion of projects at a full level of performance while operating a variety of complex and difficult tasks with little instruction.•Ability to work independently with a high degree of assertiveness and resourcefulness.•Ability to maintain excellent organization and project management skills plus the ability to adapt to changing priorities or deadlinesTECHNICAL SKILLS: Ability to use and maintain various software applications including word processing and use of spreadsheets including Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Powerpoint, etc. Ability to use and maintain automated procurement systems (e.g. Munis, Oracle, IFMAPS, APICS). Ability to use and maintain website platforms including department website, purchasing accounts (Amazon, Staples), and social media accounts (Facebook, Instagram).

Education Required

EDUCATION/EXPERIENCE REQUIRED: Bachelor's degree from four-year college or university preferred and at least two (2) years related experience; or equivalent combination of education and experience.