- Create and or processes requisitions and purchase orders (enters and corrects requisitions, follow up, dispatches purchase orders) ; perform administrative functions, manage contract processing (i.e., contract signatures, contract files, validates mandatory use compliance requirements.
JOB DUTIES IN ORDER OF IMPORTANCE:
- (These duties are illustrative only).
- (Incumbents may perform some or all of these duties or other job-related duties as assigned.)
- 1. Supports agencys sourcing function by soliciting quotes, placing orders, & tracking order status: Comparison shops in ERP electronic catalog shopping, retail outlets, &/or against established state contracts Compares prices, specifications, availability, & delivery dates to determine best fit & best price among potential suppliers.
- Verifies shipments, reconciles with orders, & follows up where needed. Contacts suppliers to schedule or expedite deliveries & to
- resolve shortages, missed or late deliveries, &/or other problems.
- Distributes quotes to requestor.
- Determines if supplier has a Finding for Recovery or is listed on the federal system for award management (e.g., checks website, prints & documents results).
- Determines if chosen supplier is in ERP system (e.g., OAKS), & where needed coordinates vendor registration.
- Sends supplier W-9 Packet with vendor forms & tax information request ? Places &/or corrects orders against mandatory use contracts (e.g., OPI, GDC, LDC, agency contracts).
- Refers supplier to OSS to establish OAKS self-service & training.
- 2. Creates &/or processes requisitions & purchase orders following established contract provisions: Enters &/or corrects requisitions & follows up where needed.
- Dispatches &/or corrects purchase orders, tracks status, & follows up where needed.
- Purchases goods & services with payment card.
- Contacts supplier by phone, online, or in person.
- Provides payment card information & obtains receipt.
- Completes &/or corrects payment card logs & routes for approval & payment according to agency procedures.
- 3. Validates purchase requests: Determines proper UNSPSC code.
- Follows up with requestor & supplier where needed.
- Corrects minor issues where needed, & routes purchase requests according to agency procedures.
- Determines proper financial account codes.
- Determines if established inventory levels are met?
- Validates mandatory use compliance according to agency procedures.
- 4. Performs administrative functions: Responds to requestor & supplier inquiries regarding status.
- Maintains sourcing files & validates for completeness according to agency standards & procedures.
- Prepares predefined administrative reports.
- Obtains asset profile ID from ERP system (e.g., OAKS)
MAJOR WORKER CHARACTERISTICS:
- Knowledge of office practices & procedures; sourcing principles; state & agency sourcing policies, procedures ®gulations; ERP systems (e.g., OAKS FIN). Skill in operation of calculator; operation of electronic devices (e.g., computer, tablet, cell phone); applicable software applications (e.g., spreadsheets, databases, word processing); OAKS BI reporting.
- Ability to deal with problems involving several variables within familiar context; sort items into categories according to established method; maintain accurate records; calculate fractions, decimals & percentages; gather, collate & classify information about data, people or things; answer routine telephone inquiries from vendors &/or internal agency customers.
- Developed after employment.
