Procurement Specialist

Employment Status: Full-Time 

FLSA Status: Non-Exempt

Experience Required: Two (2) years of clerical experience. Knowledge of governmental purchasing principles, practices and methods preferred.

Minimum Education Requirements: High School Diploma or equivalent

Department: Purchasing

Direct Supervisor: Purchasing Agent

Supervisory Responsibility: Direct (0); Indirect (0)

Primary Work Location: Works inside in an office setting.

Certification: This position requires a valid New Mexico driver’s license.

Job Summary: To perform a variety of the technical aspects of commodity purchasing.

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential duties:

• Reviews procurement documents for accuracy, completeness, and compliance with the Otero County Purchasing Ordinance and New Mexico Public Purchases Act.
• Reviews and develops commodity specifications.
• Determines the most appropriate method of purchasing to comply with local, state and federal laws, regulations, policies and procedures.
• Contacts vendors for prices.
• Compares prices and identifies the lowest responsible bidder for direct purchases.
• Provides a determination of the needs of the user/agency and fulfills in a timely manner.
• Assists in gathering/researching data to provide management with information relative to purchasing activities and specific vendors.
• Contacts appropriate agency for status of purchase requisitions and bids.
• Contacts users/agency personnel to identify specific needs to consolidate purchases and obtain volume pricing.
• Posts/logs purchase document information for tracking and reporting purposes.
• Keeping abreast of county and state contracts, the procedure in using them, the expiration dates and the process for procurement from these contracts.
• Issues purchase orders, contracts, and price agreements bases on lowest responsible bid and or best obtainable price
• Checks operation of receiving room to insure adequate amounts and condition of merchandise.
• Inspects merchandise received for damage.
• Checks receiving record and delivery receipts against merchandise received to ensure correct order has been delivered.
• Notifies the departments their order has been received.
• Calculates worth or fixed assets/inventory for County departments.
• Maintains records of fixed assets/inventory and reconciles inventory control records for all county departments.
• Verifies computer reports against inventory control records.
• Answers phones.
• Assists in evaluating purchasing procedures to identify areas of improvements or needed changes.
• Receives training in evaluating the justification of requests.
• Receives training in projecting the needs of the user/agency.
• Other duties as required.

Knowledge, Skills, and Abilities (KSA’s) for Position

An employee in this class must have the following knowledge, skills, and abilities upon application:

Knowledge

• Provisions of the Otero County Purchasing Ordinance and New Mexico Public Purchases Act.
• Governmental purchasing principles, practices, and methods.
• Sources of purchasing and commodity information.
• Local purchasing procedures.
• Specification format and requirements.
• User needs and requirements.
• Accounting procedures related to procurement.
• Thorough understanding of the County’s functions, policies, and procedures.

Skills

• Strong written and oral communications and relational skills.
• Public relations and customer service. 
• Operate a variety of office equipment, including computer terminal, related software programs, printer, calculator, fax, and copier.

Abilities

• Interpret commodity specifications, rough sketches, diagrams, and written instructions.
• Interpret and apply Otero County Purchasing Ordinance and New Mexico Public Purchases Act and other appropriate rules, regulations, policies, and procedures.
• Research and interpret technical commodity information.
• Analyze user complaints.
• Interpret contractual agreements and other procurement documents.
• Prepare records and reports.
• Perform basic procurement activities.
• Supervise and instruct unskilled workers.
• Work independently in the absence of supervision.
• Maintain mental capacity which allows for effective interaction and communications with others.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Physical Demands

The following physical abilities are required: 

• The work is light work which requires exerting up 40 pounds of force occasionally, and/or up to 40 pounds of force to move objects.
• While performing the duties of the job, the employee is regularly required to talk or hear. 
• The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. 
• The employee is occasionally required to stand and walk. 
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The noise level in the work environment is usually quiet.

Safety Requirements

The employee is expected to follow all safety procedures as required.

**This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment. The contents of this position description may be changed without notice, and employment may be terminated by either party, at will. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. 

How to Apply:

Application - Complete the application and return to:
Otero County Administration Office
                         1101 New York Ave
                         Alamogordo, NM 88310.