National Center for State Courts

 

Improving Justice through Leadership
and Service to the Courts

     

  

   

Current Employment Opportunities

Procurement Job Descriptions


SUPPLY/INVENTORY CLERK: District of Columbia Courts, Administrative Services. Washington, D.C. Duties: Incumbent performs clerical duties which include: assisting in the receipt of furniture, equipment and supplies; preparing forms and performing research on the value of surplus property being transferred to the DC Courts; and assisting in reconciling all property accounts to ensure that property received is inventoried. Incumbent also performs duties of a physical nature including: the delivery of furniture, equipment and supplies to the requisitioning office; moving and placement of all property currently within the DC Courts’ supply system; storing unused property; and assisting in the completion of inventories of fixed assets using bar coding and other technology. Performs other duties as assigned. Qualifications: A high school diploma or General Equivalence Diploma (G.E.D.) and at least two (2) years of general office experience. Must be physically able to lift or move items in excess of 50 pounds. This position additionally requires the possession and maintenance of a valid motor vehicle operator’s permit. Salary: $37,084-$48,207. (2008)

LEAD OFFICE SUPPLY/INVENTORY CLERK: District of Columbia Courts, Administrative Services. Washington, D.C. Duties: The Lead Office Supply/Inventory Clerk performs multiple management duties which include, but are not limited to: personnel management; fiscal responsibilities pertaining to inventory maintenance such as preparation of an annual cost and available supply balance, distribution and reporting, operational management; and management of inventory facility. The Lead Office Supply/Inventory Clerk prepares requisitions for replenishment activities, oversees accurate cataloguing of office supplies, and implements office supply inventory management which includes inventory control, system design and maintenance. The Lead Office Supply/Inventory Clerk researches vendors for the most appropriate sources to be secured for the DC Courts. Qualifications: A high school diploma or General Equivalence Diploma (G.E.D.) and at least four years of administrative or clerical experience. Equivalents levels of education above high school can be substituted for experience on a year by year basis. For education credit submit a copy of your transcript/diploma. Must be physically able to lift or move items in excess of 50 pounds. This position additionally requires the possession and maintenance of a valid motor vehicle operator’s permit. Supplemental Ranking Factors: The following factors will be used to rate additional qualifications for the Lead Office Supply/Inventory Clerk, above the minimum qualifications required. Please describe experience, training or education that indicates your level of qualification for each factor:  1) Ability to manage employees and maintain operational integrity; 2) Ability to maintain inventory records by using basic math to report inventory and supply levels and; 3) Ability to apply procedural guidelines using independent judgment. Salary: $45,639 - $59,333. (2008)

SENIOR CONTRACT SPECIALIST: Administrative Services, 616 H Street, NW, Washington, D.C. Duties: Reviews contracts used for the procurement of supplies, services and equipment that are necessary to meet the overall internal and external operational functions of the D.C. Court system. Responsible for performing pre-award and post-award activities and a wide range of purchasing functions, contract evaluations and preparation of corrective actions including termination orders. Reviews requests for adequacy of descriptions and ensures compliance with the Court System’s Procurement Regulations and Policies. Analyzes bids and performs basic price analysis for determination of reasonableness. Qualifications: A bachelor’s degree in public or business administration, or a related field, plus five (5) years of experience in procurement and/or contracts management experience. Equivalent levels of education or experience may be substituted. Please submit a copy of your most recent performance evaluation with your application, if available. Salary: $82,961 - $107,854 (2008)

PROCUREMENT SPECIALIST: U.S. District Court, Eastern District of Michigan , Detroit, MI.  Summary: This position is located in the Court Services Office in Detroit, Michigan and reports to the Court Services Supervisor. The employee is responsible for procuring automation systems, equipment, furniture, supplies and miscellaneous services in support of the operational requirements of the Court. This responsibility encompasses the Clerk’s Office, Probation Department, Pretrial Services Agency and judges’ chambers. 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. Checks deliveries and invoices against purchase orders for type, quantity and condition. Processes bills and invoices from vendors and contractors and prepares payment vouchers. Meets with requestors to ensure full understanding of the need and that the proposed purchase will satisfy the need. Meets with vendors and contractors to ensure quantity and item description satisfy the need of the requestor. Maintains purchasing records for each assigned budget object code (BOC). Assists the Court Services Supervisor 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 to the Court Services Supervisor for developing or revising internal procurement procedures. Performs other duties as assigned Qualifications: A high school diploma or equivalent with a minimum of two years progressively responsible procurement experience that involved the preparation of purchase orders for supervisory approval and 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. Salary: $38,988 - $63,406 (2008)

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)

Archived Procurement Positions 1992-2005

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