PROCUREMENT OFFICER II4214K1 Pay Grade: 26 DEFINITION OF WORK Summary This is advanced specialized purchasing of goods and services. Work involves planning and implementing procedures in the acquisition of goods and services. Duties include reviewing requests and authorizing the purchase of a range of goods and services from items of common use to technical or scientific supplies and equipment, and may include preparation of bid invitations and awarding 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 C: Considerable - Duties which require a high degree of concentration because of the many factors which must be considered and weighed before a decision can be reached. Usually positions that require planning, developing, and coordinating programs and directing fairly large groups of people fall into this category. Complexity - LEVEL D: Work is of a diversified nature that usually involves multiple, unrelated steps. Analytical thought is necessary for dealing with complex data and situations. Work often involves a variety of unrelated processes and may require planning or carrying out a sequence of actions or both. Several alternatives usually exist at this level for approaching problems or situations. Workers at this level exercise a considerable amount of independent judgment. Work is controlled by occasional review and by reporting to or consultation with supervisors or superiors. When guidelines exist at this level, they are usually broadly defined or technical requiring careful analysis and interpretation. Consequences of Actions and Decisions - LEVEL D: Consequences of actions or decisions at this level are significant as the work may be rarely if ever reviewed, making errors difficult to detect. Errors may cause major program failure or a high degree of confusion. Injuries to others due to errors are serious or incapacitating or both and costs due to errors are substantial. Contacts - LEVEL C: The purpose of the contact is to influence, motivate, conduct interviews, make formal presentations or counsel to achieve common understanding or solutions to problems when the information is sensitive in nature or the individuals or groups are skeptical or uncooperative. Communication techniques and well developed communication skills become an important requirement at this level. 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. Distinguishing Features Differs from the Procurement Officer I class which primarily involves the acquisition of commonly used goods and services or assisting in the preparation of bid invitations, the analysis of bids, and the award of contracts. Differs from the Procurement Officer III class which involves developing statewide, multi-agency purchasing contracts or supervising or overseeing purchasing and contract work in an agency. EXAMPLES OF WORK PERFORMED Develops and implements agency procurement policies and procedures. Reviews requests for purchases to determine whether to approve for submission to the Division of Purchases for competitive bids, to take competitive bids for an agency authorized purchase, or to purchase for a state contract. 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. Contacts vendors to obtain availability and product characteristic information or to solicit bids; develops requests for quotations; and confers with vendors concerning new products, damaged goods, delayed payments or related information. Evaluates vendor bid responses and compares vendor quotations with product specifications; documents discrepancies and obtains detailed justification for recommendation of awards to other than the lowest bidder. Maintains contacts with vendors and their representatives; researches a variety of goods and services to determine availability and characteristics of commodities and services. Meets with department heads and other agency employees to discuss requirements, recommend substitutes and forecast agency needs. Provides assistance and consultation to agency staff preparing requisitions for special items; prepares specifications for equipment that is not on state contract; requisitions goods and services from available statewide contract to meet agency needs. Locates sources of supply for regular and emergency purchases. Approves direct purchases of commodities and services on a selective basis. Assists in the preparation of specifications. Oversees the maintenance of purchasing records and reports. REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS Knowledge *Knowledge of basic business and purchasing practices. 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. Knowledge of grades, qualities, supply and price trends of commodities. Abilities *Ability to present detailed reports of findings and recommendations, both orally and in writing. *Ability to establish and maintain effective working relationships with vendors, departmental officials and the public. Ability to develop specifications to describe the type and characteristics of merchandise which will meet the needs of the agency. *Necessary at Entry MINIMUM REQUIREMENTS: Two years 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. NC: 06/94 |