Description

The Purchasing Specialist II will be responsible for all purchasing functions end-to-end as well as coordinating with Fiscal to support month-end processing and supporting all purchasing needs agency-wide. The Purchasing Specialist II reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer.

Duties

Oversees the process of obtaining vendor pricing information for products and services, as well as the determination of the optimum supplier in terms of price, quality, and delivery, to procure equipment, supplies, services, or part, in accordance with agency policy.
Responsible for investigating and researching best value for the procurement of goods regarding quality and price.
Oversees processing of requisitions, research processing of purchase orders and blanket purchase orders for supplies/equipment; ensures all required information is accurate, complete, and submitted to the appropriate authority in a timely manner. If Sole Source purchase; ensures sole source (F034) form and documentation are included with requisition; assign sole source tracking number and update Sole Source spreadsheet. If a Contract purchase, ensures contract numbers are verified with (www.MyFlorida.com) as a current and valid contract.
Provides procurement support and services for department users to determine means and methods for requesting and completing procurement orders of commodities, materials, supplies, vehicles and equipment.
Provides training for members to comply with all applicable purchasing local, state, and federal statutes and regulations.
Oversees all aspects of online purchases to ensure items are ordered and received; verification of deliveries is addressed with requester in accordance with agency policy.
Responsible for all credit card related purchases, providing all receipts and supporting documentation to the Fiscal team for monthly credit card statement reconcilement, as well as updating tracker spreadsheets with information.
Responsible for all purchases for the SRO and School Safety units to ensure all purchases are properly segregated by fund, unit and aligned with the separate budget and funding received to support the SRO function for Clay County District Schools.
Responsible for purchasing and supporting the Grant Unit for any products and/or services needing to be procured with grant funding and providing all purchasing supporting documentation to the Grant Unit in compliance with reimbursement requirements, such as storm related expenses incurred by the Incident Management Team.
Oversees all aspects of receipt and or return of goods and securing supporting documentation for on-line purchases.
Manages the Employee Expense Module in the Tyler ERP system to accurately record estimates and actuals that include training registration, travel and lodging, as well as regular employee and tuition reimbursements.
Oversees vendor management and vendor file maintenance per agency policy; ensures F070 form is complete with copy of vendor W-9\.
Assists in the quarterly, bi-annual and annual audits of inventory held in various departments under the supervision of the Purchasing Manager and Accounting Controller.
Responsible for making suitable travel arrangements and conference registration as needed or as requested by an approved authority, taking into consideration agency policies/procedures concerning travel, airline/hotel/rental car availability and rates, and the requestor's schedule to ensure that the requestor can achieve his/her goals in the most safe and economically feasible manner possible.
Responsible for accurate travel database detailing and securing all pertinent travel documentation including booking dates, travel dates, hotel and car rental reservations, airline tickets, phone numbers, and all other related documents, including advance and return travel, as well as updating tracker spreadsheets with information.
Successfully handles multiple projects simultaneously.
Issues gas cards to personnel on official travel and accurately documenting gas card information in the GATE Fuel spreadsheet and GATE Fuel card binder.
Work with leaders in our organization to understand the needs of our organization and ensure we achieve our procurement goals in a timely manner.
Utilize a variety of analytical techniques for situation assessment, problem resolution and decision making with supervision.
Ensures continuity and operational efficiency is obtained through accurate and timely dissemination of information consistent with agency policy and procedures.
Establishes working relationships with vendors through in person meetings, phone and email communications; discusses and resolves problems regarding delayed goods and services delivery; returns damaged or incorrect items to vendors and processes necessary documents for credit.
Displays a strong personal commitment to successfully completing work timely and of good quality.
Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.
Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department.
Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.
Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally.
Makes Purchasing Manager and Controller aware of anything noteworthy, accomplishments, challenges, or issues.
Responds to supervision, guidance, direction, and feedback in a receptive manner and in accordance with agency policies.
Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public.
Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies.
Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.
Prepares/conducts and actively participates in job-specific training.
Performs other duties as assigned.

Qualifications And Requirements

Minimum Education, Experience and Requirements:

Associates Degree or course work in Business Administration, Public Administration, Accounting, or related field, and
Minimum of three (3) years of responsible experience in Purchasing, or related field, preferably in a governmental organization.
Proficient typing skills; at least 50wpm.

An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

High school diploma or equivalent
Proficient in Microsoft office products
Speak and understand the English language
The following items (or authorized equivalents) may be required at various steps in the application process:

+ Driver's License

+ Birth Certificate

+ Social Security Card

+ Form DD214 for all periods served in the military

+ GED or High School Diploma and Sealed Transcripts from the highest level of education

+ FDLE Authority for Release (notarized)

Supplemental Information

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions.

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1stof the month after a full 30 days worked. For more information on benefits, please visithttps://www.claycountygov.com/government/personnel-services/employee-benefits.

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy.

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team [email protected].

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories).

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application athttps://www.claysheriff.com/departments/employment/.

Clay County Sheriff's Office offers excellent benefits packages outlined below. Benefits are effective the first day of the month after 30 days worked for benefit-eligible employees.

Coverages are provided through the Clay County Board of County Commissioners. You can visit their benefits page here.

Medical Coverage

Comprehensive medical coverage through Florida Blue at competitive rates.Medical coverage is available to all benefit-eligible employees and their eligible dependents.Employees have a choice from two plans, both of which are Preferred Provider Option Plans. In addition to a high subsidy of the premiums, the Sheriff's Office contributes up to 50% of the deductible for the High Deductible- HSA Plan. Family Deductible \= $ 4,200\.00 Contribution of up to $ 2,100\.00 per year

Single Deductible \= $ 2,100\.00 Contribution of up to $ 1,050\.00 per year Dental Coverage

A choice of two dental plans, with the Sheriff's Office covering 100% of the single premium under the Low Plan. The employee will pay the difference in the premium cost if they elect family coverage. Life Insurance

Basic life and accidental death and dismemberment (AD\&D) life insurance coverage of $ 20,000 is provided for each benefit-eligible employee. Benefit-eligible employees may purchase additional coverage for themselves, their spouse,and dependent children through the Supplemental Life Insurance program. Long Term Insurance

Benefit-eligible employees may purchase long term insurance through the County's provider for life insurance at affordable rates. Supplemental Insurance

Supplemental Insurances such as short-term disability, hospital, cancer, and accidentare available through Aflac, Colonial Life, and Liberty. Vision Insurance

A voluntary vision plan at affordable rates. Employee Assistance Program (EAP)

A comprehensive employee assistance program, provided by Aetna,which includes counseling, education, and referral services for employees and their eligible family members. EAP services are strictly confidential. Vacation/Sick Leave/Personal Time Off

Full-time employees accrue Personal Time Off (PTO) per year;the accrual rate will increase depending on their length of service with the Sheriff's Office. Holiday Pay

The Sheriff's Office has eleven paid holidays and birthday leave for full-time employees.

New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving and the day after Thanksgiving
Christmas Eve
Christmas Day

Retirement Plans

The Sheriff's Office participates in the Florida Retirement System. Employees have a choice from two plans under the FRS:Pension Plan and Investment Plan. The Sheriff's Office makes a contribution as set by the Florida legislature towards the plan of choice for each employee and the employee makes a contribution of 3%. Deferred Compensation Plans

Employees may also elect to participate in the County's deferred compensation plan, which offers a choice from two providers:Mass Mutual and Nationwide. Contributions are voluntary by the employee and made on a pre-tax basis. Pre-Tax Benefits

Benefits

Certain payroll deductions can be taken on a before-tax basis. These include medical and dental premiums, FRS plan contributions, and high deductible plan contributions. Other Benefits include:

Tuition Reimbursement
Florida Deputy Sheriff's Association Membership
Onsite Wellness/Fitness Center *not all locations
Military Service Leave
Bereavement
Direct Deposit Payroll

*Temporary, Part-time, and Seasonal employees are not paid for holidays and are not eligible for benefits.

Are you at least 18 years old?

Do you possess a valid Driver's License?

Are you proficient in Microsoft Office products?

Do you have a high school diploma or equivalent?

Which of these best describes your qualifications?

Associates Degree or course work in Business Administration, Public Administration, Accounting, or related field, and Minimum of three (3) years of responsible experience in Purchasing, or related field, preferably in a governmental organization.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Neither

Do you acknowledge that an Excel proficiency assessment will be administered as part of the selection process?

Do you meet the 50 WPM typing requirement and acknowledge that a typing assessment will verify this skill?

Are you legally authorized to work in the United States? In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form (I-9) upon hire.

Have you been convicted of a DUI within the last five (5) years for law enforcement/corrections applicants or three (3) years for civilian applicants, or ever as a law enforcement officer/corrections officer (including military police)?

Do you have any convictions for Domestic Violence?

Have you ever received a military discharge not classified as "Honorable"? (Ex. General, Administrative, Other Than Honorable, Uncharacterized, etc...)

Have you received three (3) or more moving violations within the past 24 months?

Have you read and understand the Agency Disqualifiers as listed on our website? Agency Disqualifiers can be found at https://www.claysheriff.com/departments/employment/

I have read and acknowledge my understanding of the Agency Disqualifiers
I have not read or understood the Agency Disqualifiers

Visible tattoos determined to be inappropriate or offensive must be covered while at work. Do you have any tattoos above the collarbone (i.e. neck, face or behind the ear)? If yes, describe the tattoo and the location of the tattoo.

For the next seven (7) questions --The Clay County Sheriff's Office recognizes an irrevocable responsibility in maintaining the public trust concerning the maintenance of a Drug Free Workplace and the office's responsibility to be in compliance with the Drug-Free Workplace requirements as established in the Anti-Drug Abuse Act enacted by the United States Congress in 1988 and the Florida Drug Free Workplace programs requirements, F.S.S. 440\.101 and F.S.S. 440\.102 and Chapter 59A of the Florida Administrative Code. The U.S. Court of Appeals, 5th Circuit in Davis v. City of Dallas (no. 84-1814 – November 26, 1985) determined that a requirement prohibiting recent or excessive drug usage is job related. Use of CBD oil can, in some circumstances, result in a positive result for THC during a drug test. A drug test that confirms a positive result for THC may disqualify the applicant from employment. A valid prescription must be presented at time of drug test. The Sheriff reserves the right to disqualify an individual based upon the totality of the drug use circumstances. Please enter your initials to confirm that you have read and understand these statements.

Which best describes your use of marijuana or hash during the past 12 months?

Yes, marijuana or hash has been used within the last 12 months with a valid prescription.
Yes, marijuana or hash has been used within the last 12 months recreationally.
No, no marijuana or hash used within the last 12 months at all.

During your lifetime, have you ever used methamphetamine, Rohypnol (Roofies), GHB (Gamma Hydroxy Butyrate, also known as Grievous Bodily Harm) or similar illegal drugs in any amount?

During your lifetime have you ever fraudulently used prescriptions to obtain or use drugs?

Minor experimentation, as a juvenile, of the drugs listed in the following question, will be considered on a case by case basis. NO chronic usage will be considered. Have you, as an adult, used Cocaine, Illegal steroids (not prescribed), Quaaludes, LSD, M.D.M.A. (Ecstasy, Molly) or PCP within the past 5 years?

During your lifetime have you ever used any illicit drug after first employment or appointment in the law enforcement field except in connection with official duties?

During your lifetime have you ever illegally used heroin, opium, Fentanyl or any derivative of heroin or opiates?

During your lifetime have you ever sold, distributed or conspired to distribute illegal drugs, except as required by official law enforcement duties?

Yes
No
Required Question

Purchasing Specialist II

Job Description

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