Procurement
Job Descriptions
ADMINISTRATIVE
SPECIALIST 3: New Jersey
Judiciary, Office of Management & Administrative Services,
AOC, Trenton,
New Jersey. Duties: The New Jersey Judiciary is seeking a highly motivated
individual to purchase goods and services; analyze purchase
requisitions; create new an update existing bid specifications;
write and evaluate bid proposals; solicit and negotiate
competitive pricing from vendors and make recommendations for
issuance of purchase orders and waivers of advertising; review
State contracts and coordinate the bid process in accordance
with administrative rules, Treasury Circular Letters,
organizational and
Judiciary policy under the general direction of the Supervisor,
Purchase and Property. The selected individual will create new
and update existing specifications; write proposals, serve on
committees to evaluate sealed proposals; negotiate pricing;
utilize the Management Acquisition Control System (MACS-E) to
create purchase orders; effectively communicating with
customers, vendors, other departments and agencies, and provide
technical assistance to Judiciary purchasing staff statewide.
Other duties may include maintaining library of current State
contracts, vendor catalogs and trade journals; establishing and
maintaining blanket purchase orders; maintaining a database of
vendors; conducting analyses of equipment usage and services;
investigating and resolving complex problems associated with
outside vendor documentation to process purchase orders,
waivers, payments and related duties as assigned. Qualifications: Graduation from an accredited college or university
with a bachelor’s degree. Three years of professional
experience in purchasing, finance or facilities management.
Applicants who do not possess the required education may
substitute experience as indicated above on a year-for-year
basis. A master’s degree may substitute for one year of
experience. A law degree may be substituted for two years of
experience. Experience with the purchase of commodities,
computer hardware and software, materials, equipment, services
and/or supplies would be helpful. Knowledge of MS Office
applications and internet skills is helpful. Strong
interpersonal and verbal/written communications kills would also
be helpful. Salary: $41,684 - $67,609 (2007)
COURT
PROCUREMENT OFFICER I: Judiciary
of
Guam, AOC. Summary: This
is technical work which involves daily property and procurement
functions demanded by court operational requirements. Duties:
Under the general direction of a higher level procurement
officer, an employee in this class performs a combination of
manual and clerical duties with particular responsibility for
the receiving, storage, movement and distribution of materials
and supplies. Qualifications:
Knowledge of purchasing, requisitioning, and stock methods
and procedures. Knowledge of the various kinds of grades of
parts, supplies and materials stored. Ability to maintain
records and inventory of a stockroom. Ability to work
effectively with the public and employees. Ability to maintain
records and prepare reports. Ability to make arithmetic
computations with accuracy. Ability to lift and move heavy
objects. Skill in the safe and proper operation of a motor
vehicle. Graduation from high school or G.E.D. equivalent, plus
two years of experience in procurement and supply work.
Possession of a driver’s license. Salary: $21,389. (2006)
PROCUREMENT
SPECIALIST: U.S.
District Court
for the Eastern District of Michigan. Summary:
This position is located in the Clerk’s Office of the U.S.
District Court located in Detroit,
Michigan. The employee is responsible for procuring automation systems,
equipment, furniture, supplies and contract Court reporting and
interpreting services in support of the Court’s operations.
This responsibility encompasses the Clerk’s Office, Probation
Department, Pretrial Services Agency and judge’s chambers. The
employee reports to the Chief of Court Services. Duties: Prepares purchase orders for supervisory approval. Procures
computer automation equipment, network systems,
telecommunications and general office equipment, furnishings,
supplies and miscellaneous services from government and
non-government sources through new contracts, competitive bids
or existing government contracts. Contracts for maintenance and
repair of equipment, telephones and furniture. Verifies
deliveries and invoices against purchase orders. Meets with
requestors to ensure full understanding of the need and that the
proposed purchase will satisfy the need of the requestor.
Maintains purchasing records for each assigned budget object
code. Assists in developing budget requests and justification.
Maintains GSA and other supplier catalogs for review by judges
and court personnel in making or suggesting kind or type of item
needed. Makes recommendations for developing or revising
internal procurement procedures. Qualifications:
The candidate must possess excellent oral and written
communication, organizational and computer skills. The candidate
must possess a broad working knowledge of computer hardware and
software systems with the ability to develop or review product
specifications. The candidate must also function well in a team
environment and have the ability to work well under pressure,
work independently, learn regulations and procedures. Required:
A high school diploma or equivalent with a minimum of two years
progressively responsible clerical or administrative experience
that involved the routine use of keyboard skills and provided
knowledge of the rules, regulations, terminology, etc. of the
area of procurement administration, including at least one year
equivalent to work at the CL-24 level. Preferred: Knowledge of
Word Perfect, Excel, Lotus Notes, Windows XP and Windows 2000. A
college degree in a related field is desirable. Prior experience
working with financial accounting systems is desirable. Salary:
$44,708 - $72,659. (2006)
ADMINISTRATIVE
SPECIALIST 3:
Superior
Court of New
Jersey, Ocean Vicinage. Summary:
The Ocean Vicinage is seeking a professional buyer to
enhance its Finance Division. Duties:
The selected candidate will purchase all goods and services
needed by the Superior
Court
of Ocean
County. Purchasing will be accomplished through the use of State
contracts, obtaining quotes or through RFP’s. Ability to
analyze and determine most reasonable costs, find cost savings
as well as multi-tasking is critical. Interpersonal skills are
critical as well since heavy vendor and customer contact is
required. Qualifications:
Graduation from an accredited college or university with a
bachelor’s degree. Three years of professional experience in
all aspects of purchasing. Applicants who do not possess the
required education may substitute paraprofessional and
professional experience for education on a year-for-year basis.
A master’s degree may substitute for one year of experience.
Salary: $40,065.63 - $64,984.27. (2006)
ADMINISTRATIVE
SPECIALIST 2: Superior
Court of New Jersey, Passaic
Vicinage. Summary: The
Criminal Division is seeking a well organized individual with
good people skills and customer service skills to join its team.
Duties: The selected
candidate, under the general direction of the Court Executive 2b
(Division Manager), or other supervisory personnel, will monitor
and oversee the budget by using established record keeping
systems and tabulate statistical or financial data; monitor
purchasing of all supplies, materials and furniture; review
vendor bids or product history for cost savings or award of
contract; provide human resource support; complete minutes for
various meetings; compile statistical data on workload volume,
expenditures, personnel actions, fixed assets, equipment and
attendance; provides training and cross training of co-workers
and recommends improvements in operating procedures and/or
administrative practices. Qualifications:
Graduation from an accredited college or university with a
bachelor’s degree. One year of technical experience in program
evaluation: program development, program analysis, program
administration or administrative research. Applicants who do not
possess the required education may substitute paraprofessional
and professional experience for education on a year for year
basis. Salary: $36,025.61 - $59,021.95. (2006)
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FACILITIES/FURNITURE PROCUREMENT GENERALIST: Eleventh
Circuit,
U.S.
Court of Appeals. Summary:
The Facilities/Furniture Procurement Generalist reports to the
Architect/Facilities Manager on projects assigned by the
Assistant Circuit Executive for Space and Facilities. This is a
full-time, temporary position for a period of up to two years
which may become indefinite. Duties:
Assists in the coordination of facilities renovations and
interiors projects. Assists in preparation of plans and review
of schedules for facilities interiors projects. Monitors
progress on facilities maintenance projects and cyclical
maintenance through site visits and telephone calls from initial
design through task completion. Provides information on facility
maintenance problems and cyclical replacement items, and
coordinates correction with GSA or outside vendors for the Tuttle
Court
of
Appeals Building
and other court facilities as assigned. Assists with
recommending to circuit court officials the quality, color, and
design of furniture, window coverings, fixtures, and accessories
in keeping with policy, regulations, budgetary considerations,
and the end user’s personal preference. Assists by preparing
space and furniture layouts for renovated space and new
construction for judicial officers and court support offices
using automated systems including word processing, spreadsheet,
and project management applications, as well as CAD and manual
drafting systems and related software applications. Prepares
correspondence and conducts meetings with vendors’
representatives. Determines whether prices are fair and correct;
determines if quality meets specification and performance
standards. Locates sources of supplies for regular and emergency
purchases in the shortest possible times span while adhering to
procurement policies. Prepares and processes purchase orders.
Reviews invoices regarding items purchased. Maintains and
monitors purchasing records and reports. Monitors status of
ongoing work assignments and maintains schedules. Contacts
various vendors and discusses specific commodity requirements;
negotiates costs, secures competitive bids, and issues purchase
orders based on cost effectiveness. Acquires and maintains
General Services Administration (GSA) and manufacturer’s
catalogues and samples, submitting to GSA or vendors the
necessary forms for furniture and furnishings acquisitions.
Maintains an accounting of all moneys expended as well as the
amount remaining in the current budget for furniture and
furnishings. Prepares periodic reports of status of projects
and/or funding requirements. Assists in the preparation of
annual budget for furniture and furnishings. Assists and
coordinates with the Custodial Officer who maintains the
circuit-wide master personal property list which includes
furniture. Qualifications:
High school graduation, or the equivalent, plus three years
specialized experience, including at least one year equivalent
to work at CL26 level. Degree in architecture or related field
experience desirable and CAD proficient (AutoCAD preferred).
Progressively responsible experience that provides evidence that
the applicant has (1) a good understanding of the methods and
administrative machinery for accomplishing the work of an
organization; (2) the ability to analyze problems and assess the
practical implications of alternative solutions; (3) the ability
to communicate with others, orally and in writing; and (4) the
capacity to employ the knowledge, skills and abilities in the
resolution of problems. Progressively responsible experience in
an area related to architecture and/or furniture procurement
which demonstrates an individual’s ability to perform the
duties of this position. Excess specialized experience may be
substituted for required general experience. Education above the
high school level may be substituted for required general
experience on the basis of one academic year equals nine months
of experience. Salary: $42,528 - $69,116. (2006)
PURCHASING
OFFICER: Salem, Oregon. Duties:
Typical job duties include, but are not limited to, the
tasks listed below. Assigned tasks may be changed to accommodate
work load and organizational needs. Plan, lead, organize,
assign, supervise, direct and evaluate work performed by staff,
ensuring all work is completed timely and accurately.
Specialized responsibility for providing and overseeing all
elements of purchased goods and services, including information
technology (IT). Analyze requests for goods to determine the
need and plan for purchases beneficial to more than one
division/court. Perform analysis of method(s) most cost
effective. Aligning purchasing with OJD goals and objectives.
Enabling department budget savings and standardized approach to
enterprise-wide issues. Determine if IT purchases should be
enterprise-wide or local domain. Coordinate with Information
Technology Division (ITD) for installation and support. Develop
business case for enterprise-wide purchasing decisions.
Responsible for coordinating communications with
courts/divisions regarding enterprise-wide purchasing
opportunities and standards. Independently develop, negotiate,
execute and administer, all types of unique, complex, high risk,
legally binding contracts for goods, trade services, personal
and professional services, and IGA’s. Consults with Legal
Counsel Division and/or Department of Justice when appropriate
to minimize the department’s liability exposure by ensuring
contracts and purchases meet legal, statutory, policy and
procedural compliance. Coordinate contract amendment process,
ensuring that amendments are in compliance with original
solicitations and contract statements of work. Coordinate all
phases of contractor selection process. Understand, recommend
and apply the appropriate method of solicitation, evaluating the
risk associated with the contract, advertising format, insurance
requirements, methods of compensation and other matters
concerning procurement. Prepare, issue, and monitor
solicitations, including addenda as required, examine and
evaluate solicitation responses and ensure successful completion
of the contractor selection process. Plan and coordinate pre-bid
and pre-proposal conferences. Interpret procurement regulations
and answer questions about the solicitation process. Develop
strategies to minimize potential risks to the department. Draft
and process contract documents, including final drafts for
execution and distribution. Administer and manage executed
contracts. Develop and update policies, templates and forms
involving all aspects of purchasing, risk management,
contracts/agreements, property, and the purchasing card program.
Design, develop, and provide training to division and court
personnel in use of policies, procedures and public purchasing
practices. Conduct customer service visits to trial courts and
divisions to meet with TCA’s and other court management staff
to discuss purchasing, property, and risk management. Coordinate
and assist courts and divisions with asset management including
the disposal of surplus property. Serves as primary
contact/coordinator for risk management issues. Serve as liaison
to DAS -State Services Division, which includes Fleet
Management, Risk Management, State Procurement, and Surplus
Property. Participate on State Procurement committees and in
statewide meetings. Research, prepare and/or coordinate special
projects as requested by the FASD Director or State Court
Administrator. Meet with the other FASD managers and Director as
needed to discuss integration of property and purchasing
responsibilities with general financial responsibilities and
information. Salary: $4561.00 - $6419.00 Monthly. (2006)
ADMINISTRATIVE
SPECIALIST 3: Office
of Management & Administrative Services, Management Services
Division, AOC, New Jersey
Judiciary. Duties: The New Jersey Judiciary is seeking a highly motivated
individual to purchase goods and services; solicit quotes from
vendors and make recommendations for issuance of purchase
orders; review State contracts and coordinate the bid process in
accordance with administrative rules, Treasury Circular Letters
and Judiciary policy under the general direction of the
Supervisor, Purchase and Property. The selected individual will
create new and update existing specifications; write proposals,
serve on committees to evaluate sealed proposals; negotiate
pricing; utilize the Management Acquisition Control System
(MACS-E) to create purchase orders; effectively communicating
with customers, vendors, other departments and agencies, and
provide technical assistance to Judiciary purchasing staff
statewide. Other duties may include maintaining library of
current State contracts, vendor catalogs and trade journals;
establishing and maintaining blanket purchase orders;
maintaining a database of vendors; conducting analyses of
equipment usage and services; investigating and resolving
complex problems associated with outside vendor documentation to
process purchase orders, waivers, payments and related duties as
assigned. Qualifications:
Graduation from an accredited college or university with a
bachelor’s degree. Three years of professional experience in
purchasing, finance or facilities management. Applicants who do
not possess the required education may substitute experience as
indicated above on a year-for-year basis. A master’s degree
may substitute for one year of experience. A law degree may be
substituted for two years of experience. Experience with the
purchase of commodities, computer hardware and software,
materials, equipment, services and/or supplies would be helpful.
Knowledge of MS Office applications and internet skills is
helpful. Strong interpersonal and verbal/written communications
kills would also be helpful. Salary: $40,065 - $64,984. (2005)
PROCUREMENT/PAYROLL SPECIALIST: Administrative
Office of the Courts, Phoenix, Arizona. Summary: Assists the
Financial Officer with procurement and payroll functions for the Supreme
Court. Monitoring of expenditures for compliance with Judicial Branch
procurement rules. Develops solicitation documents and staffs evaluation
committees for formal procurements. Processes payroll and payroll accounting
functions. Provides assistance with financial and budget reporting. Monitors
statutorily-required reporting. Duties:
Reviews contracts and purchase requisitions for compliance with Judicial
Branch procurement rules; Advises and assists staff at all levels with
purchasing of goods and services in a decentralized purchasing environment;
Serves as administrator for the purchasing card program; Prepares RFP or bid
documents, coordinates legal advertising, vendor notifications, and public
openings for formal procurements; Works closely with evaluation committees
in reviewing and scoring of proposals associated with formal procurements;
Works with attorneys in preparing contracts for goods and services;
Processes hours submitted by departments, corrections and adjustments to
prior pay periods, and deduction codes; Ensures accuracy of total salaries
and employee related expenses charged using multiple accounting systems;
Produces biweekly payroll and position budget reports; produces ad hoc
payroll reports on salaries, leave use, employee related expenses; Maintains
position and employee information in the New World payroll system;
Reconciles data and manages interfaces between New World and the State
payroll system. Qualifications: Bachelor's degree in accounting,
finance or related field and a minimum of five years in a professional
accounting, payroll or procurement position; Proficiency in EXCEL and WORD;
Ability to work independently with minimal supervision; Demonstrated ability
to communicate clearly, accurately and concisely, both verbally and in
writing; Ability to analyze data and produce management reports in a
fast-paced environment. Salary: $49,000-$69,000. (2005)
PROPERTY AND PROCUREMENT ASSISTANT:
United States Probation Department. District of Massachusetts. Summary: The Property and Procurement Assistant acquires all supplies, equipment,
miscellaneous services, furnishings and repairs for the U.S. Probation
Office. The Assistant prepares purchase orders at reorder levels and from
requisitions received from unit personnel; checks deliveries and invoices
against purchase order for type, quantity and condition; advises personnel
on appropriate selection of supplies, equipment, furniture and furnishings,
making sure that such requests are authorized under policies. Prepares
invoices from supplier and prepares vouchers for payment. Maintains
purchasing records and reports; maintains inventory of equipment, furniture
and supplies on periodic basis. Provides expenditure information regularly
to supervisor for budget control purposes. Contacts various vendors and
discusses specific commodity requirements. Keeps appraised of developments
in technology regarding various types of equipment and potential Court uses.
Acquires and maintains General Services (GSA) and contactor's catalogues.
Submits to GSA or vendors the necessary forms for equipment, furniture and
furnishings acquisitions. Checks inventory and storeroom for possible theft
and notifying appropriate authorities. Qualifications: Prior
court/procurement experience preferred. Knowledge of applicable procedures,
policies and directives of the Court; ability to multitask and effectively
communicate both orally and in writing with a wide variety of people and
maintain a high degree of confidentiality. Ability to work in both
distracting and quiet environments. Possess tact, good judgment, initiative
and maintain a professional demeanor at all times. Skill in use of automated
systems. Salary: $26,381 to $47,479. (2003)
PROCUREMENT
SPECIALIST: (General Description) Summary: Under general supervision, prepares and
processes purchase requisitions and maintains inventory control
of furniture, equipment, forms and supplies for a department or
judicial district. Duties: Contacts vendors and provides
of description of the product or service being sought; places
legal notices in the media, collects bids and determines vendor
selection. Verifies and enters invoices, purchase orders and
other required data into an automated accounting system.
Processes job orders for equipment and services. Schedules the
moving of furniture, equipment and supplies. Tags and tracks
office equipment and furniture. Plans, organizes and coordinates
day-to-day operations of the storeroom; ensures that adequate
stocks of supplies are maintained; may train and supervise other
employees. Compiles figures for budget appropriation. Qualifications:
High school diploma or GED and three years of purchasing and
inventory control experience. One year of supervisory experience
is desirable. Knowledge of procurement code, purchasing and
governmental budget processes, and accounting and encumbrance
systems. (2001)
Archived
Procurement Positions 1992-1999
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