Purchasing Technician - Central Services

PURCHASING TECHNICIAN

CLAYTON COUNTY, GEORGIA CLASSIFICATION SPECIFICATION

CLASSIFICATON TITLE: PURCHASING TECHNICIAN

PURPOSE OF CLASSIFICATION

The purpose of this classification is to purchase repetitive goods and services in a time-efficient manger, to provide basic routine administrative support work relating to the purchasing function, process the issuance of tags and titles for County vehicles, and organize quarterly public auction sales of surplus equipment/materials for the Central Services Department.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

In accordance with purchasing requisitions assigned under supervision, reviews requisitions to determine if items can be purchased from existing contract, and processes commodity requisitions for County departments. Processes a variety of documentation associated with tags and titles or other department activities within designated time frames and per established procedures; distributes documents or retains records as appropriate; processes mail from the general public.

Maintain a paper file and computer file on all vehicles, which would include: photocopy documents and legal documents, and communicate with employees of other departments and outside agencies when necessary to resolve problems or questions. Issues forms to Finance to ensure vendors are paid in a timely manner for vehicles purchased.

Assist vendors and various departments by researching and providing information on the status of payments, shipping dates, purchase orders, bids/proposals, and invoices, initiates problem resolution.

Receives, examines, and reviews title supporting documents, emissions certificates, or other documentation. Prepares folders, maintains purchasing files, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments necessary to complete department records/files. Distributes license plates, governmental, confidential, civilian, and other specialty tags for all County vehicles.

Enters transactions and data into an electronic bid processing system, an ERP financial system and other software programs, including vehicle identification numbers and other data; verifies the accuracy of entered data and makes corrections. Maintains a database of all County vehicles which would involve data entry, deleting, surplus, or moving a vehicle by department, and distributes tags to proper departments.

Duties also require considerable proficiency in data entry.

Receives documents supporting surplus vehicles and prepares for a public auction. Records surplus vehicles and prepare public auction of vehicles.

Coordinates auctions with various online auction websites and various County departments to ensure all departments agree on vehicles to be sold at public auction. Places legal advertisement in local newspaper concerning auction. Maintains records of leased vehicles, and coordinates with outside leasing agent.

Prepares or completes various forms, reports, correspondence, motor vehicle forms and/or other documents. Must prepare forms to purchase and renew confidential tags and salvaged titles from the State Department of Motor Vehicle Services. Communicate with supervisor, employees, other departments, State Department of Motor Vehicles, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Provides backup for receptionist, which includes answering the phone, face-to-face communication with the public, date stamp and sort mail to proper recipients, and maintain current up-to-date vendor file. Also provides bid information to the public, vendors, County departments, and other interested parties; answers general questions regarding bid packages, general County information, and provides driving directions; provides copies of bid packages, tabulation.

Generates purchase orders; faxes/mails purchase orders to each vendor to process order; verifies receipt of orders. Responsible for issuing purchase orders for various departmental functions. Issues purchase orders for the processing of previously approved invoices or for purchases that do not require bidding.

Assists staff in the research and preparation of specifications, invitation to bid forms, quotes, instructions to bidders, and other documents as necessary; assists in the development of appropriate vendor list for various types of solicitation including requests for quotes, bids, and requests for proposals; schedules bid and/or proposal openings and pre-solicitation conferences; records such openings and conferences as appropriate.

Assists warehouse staff with inputting data from Capital Equipment Forms for surplus items; maintains the official record of all surplus items throughout the year; and develops accurate list for quarterly surplus auctions. Assists with inventory control.

Organizes quarterly public auction sale of surplus equipment/materials identified by Warehouse Supervisor on various auction websites.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by one (1) year previous experience and/or training involving tag/title office operations, customer service, typing, and general office work preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Clayton County, Georgia, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.

To download a copy of this job description click here.

Position : 3810

Type : INTERNAL & EXTERNAL

Location : CENTRAL SERVICES

Grade : GRADE 14

Posting Start : 04/11/2024

Posting End : 12/31/9999

MINIMUM SALARY: $34,368.21