PROCUREMENT OFFICER I
Pay Grade: 23
DEFINITION OF WORK
This is specialized purchasing of goods and services.
Work involves coordinating and facilitating the acquisition of goods and services. Duties include reviewing requests and authorizing the purchase of commonly used goods and services; and/or assisting higher level buyers in the preparation of bid invitations, the analysis of bids and the award of contracts.
Standard Classification Factors
Supervision Received - LEVEL C: "Under direction..." Employees at this level usually receive a general outline of the work to be performed and are generally free to develop their own sequences and methods within the scope of established policies. New, unusual, or complex work situations are almost always referred to a superior for advice. Work is periodically checked for progress and conformance to established policies and requirements.
Difficulty - LEVEL B: Average - Where the employee is confronted with a variety of duties susceptible to different methods of solution which, in turn, places a correspondingly higher demand upon resourcefulness and concentration. Positions which require the analysis and evaluation of raw data and the rendering of conclusions would, in many instances, fall into this category.
Complexity - LEVEL C: Work is of a standardized nature that may involve a variety of duties. Analytical thought becomes more important at this level due to increased data and changing situations. Tasks usually have several steps, some of which may not be directly related. Alternatives may exist for processes or methods to be used in solving problems. Workers at this level exercise a moderate amount of independent judgment. Work is controlled by routine review and reporting to or consultation with supervisors. When guidelines exist at this level, they tend to be more complicated or technical in nature requiring careful interpretation.
Consequences of Actions and Decisions - LEVEL C: Consequences of actions or decisions at this level are limited in scope and effect as the work is reviewed occasionally. Errors may cause moderate inefficiency. Costs due to errors may be significant.
Contacts - LEVEL B: The purpose of the contact is to plan, coordinate and advise on work efforts, interpret guidelines or instructions, elicit opinions or give guidance on the basis of facts to resolve common issues or problems when the information is not sensitive in nature or the individuals or groups are working toward mutual goals and have basically cooperative attitudes. Well developed communication skills are required.
Physical Demands - LEVEL A: The work is predominantly sedentary and requires minimal or negligible physical exertion. The employee is normally seated; however, the nature of the work allows for periods of standing or walking at will.
Environmental Conditions - LEVEL A: The work environment involves normal everyday hazards or discomforts typical of offices, meeting and training rooms, or libraries. Comfortable levels of temperature, ventilation, lighting and sound are inherent in the work environment. Exposure to deviations from pleasant environmental conditions is only occasional. The likelihood of injury is remote.
Supervision/Leadership - LEVEL B: Involves functional leadership responsibility. As a "senior worker", performing essentially the same or similar work as those overseen, responsibility includes training, instructing, scheduling and reviewing. As a "project leader" may be responsible for a phase(s) of a single project which includes planning, coordinating and reviewing the work of others. This level may also involve limited administrative responsibility such as participating in the evaluation of work performance.
Differs from the Procurement Officer II class which involves purchasing or contract procurement of a broad range of goods and services from items of common use to technical or scientific supplies and equipment.
EXAMPLES OF WORK PERFORMED
Places or approves purchase orders for goods and services. Requisitions goods and services from statewide contracts.
Purchases goods and services within established limits as provided by the Division of Purchases. Contacts suppliers for price quotes; prepares requisitions and affixes authorizing signature before ordering. Checks accuracy of funding information.
Reviews and approves purchases for amounts greater than authorized prior to referral to the Division of Purchases; confers with agency personnel or vendors prior to preparing specifications to describe the items desired; makes recommendations to a higher level buyer.
Informs agency personnel of purchasing procedures and regulations; maintains purchasing records.
Contacts vendors or agency representatives to obtain availability and product information or to solicit bids; develops requests for quotations; and confers with vendors concerning new products, damaged goods, delayed payments or related information.
Assists higher level buyers with the selection of bidders, public bid openings, preliminary bid evaluation, brand comparisons and final award of bids.
Conducts research concerning new products and general commodity requirements.
May supervise the work of support staff processing requisitions.
REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS
*Knowledge of basic business principles.
Knowledge of state contracting laws, regulations and procedures.
Knowledge of modern office methods, equipment and practices.
Knowledge of purchasing methods and procedures in an assigned field.
*Ability to gather information regarding the type and specifics of merchandise needed by the agency.
*Ability to establish and maintain effective working relationships with vendors, departmental officials and the public.
Ability to present detailed reports of findings and recommendations, both orally and in writing.
*Necessary at Entry
One year of experience in procuring commodities and services which includes preparing order specifications, estimates, bids, contracts and awarding contracts. Education may be substituted for experience as determined relevant by the agency.