Buyer Exempt

Richland County; United States; On-site; USD 38,077 - 46,539; Full time

Job summary

Richland County seeks a Procurement Specialist to handle equipment, supplies, and services procurement. Responsibilities include reviewing requisitions, developing specifications, and communicating with vendors to resolve issues.

Qualifications include an Associate degree or relevant experience and strong analytical skills. Knowledge of procurement principles, data handling, and budget analysis is essential. The position requires strong organizational abilities to manage multiple tasks effectively.

Salary starts at $42,308.73, and the role is pivotal in ensuring effective procurement processes within the County.

Qualifications

• Associate degree or equivalent experience in procurement role.
• Experience with data analysis and report preparation.
• Knowledge of procurement policies and procedures.

Responsibilities

• Reviews and processes purchase requisitions.
• Develops specifications for procurement.
• Communicates with vendors and resolves issues.

Skills

Data involvement

People involvement

Problem-solving

Mathematics

Computer skills

Education

Associate degree or relevant experience

Tools

Microsoft Office

Job description

General Statement of Job

The purpose of the class is to perform routine-to-moderately complex technical work in the procurement of equipment, supplies, and services for Richland County and to perform other work as necessary in support of effective and efficient Department operations. The class works within a general outline of work to be performed; develops work methods and sequences under limited guidance; reviews purchase requisitions submitted by County departments; verifies available funds, object codes, and source selection methods for Department purchase requests. This position develops and/or reviews specifications; conducts materials and market research; conducts cost and value analyses to ensure the highest level of product submitted quotations for compliance with specifications; analyzes quotes to determine the best value; conducts pre‑solicitation conferences and formal bid openings; processes, tabulates, evaluates, and makes recommendations for formal and informal solicitations; issues purchase orders; communicates with vendors as necessary to expedite deliveries and resolve shipping issues; researches problems related to procurement and other accounting issues; and maintains and updates vendor and purchasing records to include contact information, certificates of insurance, bonds, etc.

This position also processes related FOIA requests, serves as the County's account manager for online ordering portals; serves as the documentation specialist for records retention; acts as the assistant administrator for the Procurement Card Program (PCard); enters requisitions; and oversees RC Procurement email. The class organizes work around broad organizational goals and processes; the supervisor oversees activities through regular meetings.

Specific Duties and Responsibilities

Reviews and processes purchase requisitions submitted by County departments; analyzes budget availability and expenditures, object codes, spend categories and source selection methods for Department purchase requests.

Develops and/or reviews specifications for the purchase of equipment, supplies, and services for County departments.

Establishes qualified product list and standardization programs; conducts materials and market research and cost and value analyses to ensure the highest level of product/service quality.

Consults catalogs and/or contracts; interviews qualified vendors to obtain product price quotes according to prescribed County policy; reviews submitted quotations for compliance with specifications; and analyzes quotes to determine the best value.

Conducts pre‑solicitation conferences and formal bid openings.

Under limited supervision and as a priority, develops, processes, tabulates, evaluates, and makes recommendations for formal and informal solicitations; develops, processes, and approves amendments as necessary.

Issues purchase orders; monitors purchase orders through completion of transaction.

Communicates with vendors as necessary to expedite deliveries and resolve shipping/ invoicing discrepancies and problems with product quality.

Reviews relevant FOIA requests; provides an estimate of search/review time, and pages; researches and releases documents; and provides if requestor agrees to payment.

Researches problems related to procurement and other accounting issues; prepares and maintains related journal reports, records, and ledgers.

Maintains and updates vendor and purchasing records to include contact information, certificates of insurance, bonds, etc.

Evaluates surplus and obsolete inventory to determine how it should be dispositioned—responsible to transfer within the County, sell to the general public, or have it properly disposed.

Serves as the County’s account manager for various online ordering portals; enters employees into the online systems; enters new purchase order numbers into system; and aids employees regarding orders, discrepancies, or delays.

Serves as the documentation specialist for records retention; maintains, catalogs, stores, retrieves, and returns documents as applicable; and stores and enters documentation information into a records system.

May serve as the assistant administrator for the PCard Program with the chosen bank; coordinates and distributes PCards issued to County employees; designates default account codes for all new vendors; signs and submits applications and change request forms; and attempts to resolve any disputes with vendors and by the cardholder.

Monitors cardholder transactions; follows‑up with employees/supervisors on split transactions; notifies cardholder supervisor concerning any unauthorized charges, suspicious activity, or possibly intentional misuse; audits statements each month; sends out emails on questionable purchases; and emails audit and violations each month.

Prepares a variety of required records, reports and correspondence as required by the Department, County and/or other agencies; receives and responds to inquiries, concerns, complaints, and requests for assistance in areas of responsibility.

Understands and adheres to federal, state, and local procurement regulations; provides County staff with information and assistance with procurement policies and procedure; and provides guidance to vendors in becoming a qualified vendor to the County.

May oversee Procurement email; receives, responds, or forwards questions, concerns, complaints, and requests for assistance in relevant areas.

Performs a variety of clerical work as required, including typing reports and correspondence; copying and filing documents; entering and retrieving computer data; sending and receiving faxes; answering the telephone; etc.

Attends staff and County meetings as required.

Keeps abreast of the latest product development in assigned commodity area; attends training, meetings, seminars, and/or workshops as required to enhance job knowledge and skills; and stay abreast of all federal, state, and local procurement regulations.

Performs other duties as assigned.

Minimum Education and Training

Associate degree. No experience required. -or- Any combination of education and experience that meets the requirements for performing the essential functions of this job.

Preferred certifications: Certified Professional Public Buyer (CPPB); Certified Procurement Professional (NIGP‑CPP); Certified Purchasing Professional (CPP); or equivalent.

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Data involvement: research, summarise, tabulate or format data in accordance with a prescribed schema or plan.
• People involvement: give information, guidance, or assistance to people to facilitate task accomplishment.
• Involvement with things: handle or use machines requiring moderate instruction, such as computers and software programs.
• Reasoning: perform skilled work, be detail‑oriented, and involve rules/systems with constant problem‑solving.
• Mathematics: basic algebra including discounts and interest calculations.
• Language: read technical instructions, procedures, manuals, and charts; compose routine and specialised reports, forms and business letters with proper format and grammar.
• Mental: perform clerical, manual or technical tasks requiring a wide range of procedures and intensive understanding of a restricted field.
• Computer: experience/knowledge in word processing, spreadsheets, databases, integrated business software packages; advanced knowledge in Microsoft Office (Word, Excel, PowerPoint).
• Judgment: guide others, make frequent decisions affecting co‑workers and others who depend on the service or product.
• Physical: sedentary work; occasional lifting up to 10 pounds; handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, visual acuity, walking.

Work Environment

May be required to work hours other than the regular schedule including nights, weekends, and holidays. This position requires regular and reliable attendance and the employee’s physical presence at the workplace. Work is performed in a safe and secure work environment that may periodically have unexpected requirements or demands.

EEO and ADA Message

Richland County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. Richland County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Compensation Minimum: $42,308.73