JA Senior Purchasing Specialist - Procurement Division (County Funded)

Requisition No: 841205 

Agency: State Courts System

Working Title: JA Senior Purchasing Specialist - Procurement Division (County Funded)

 Pay Plan: Career Service

Position Number: 16257 

Salary:  $45,228.56 

Posting Closing Date: 11/22/2024 

Total Compensation Estimator Tool

ADMINISTRATIVE OFFICE OF THE COURTS
JOB ANNOUNCEMENT

Eleventh Judicial Circuit of Florida

ANNUAL SALARY: $45,228.56

OPENING DATE: 11/08/2024

CLOSING DATE: 11/22/2024 11:59 PM Eastern

Applicants interested in the position should also submit an online application and a resume on the Eleventh Judicial Circuit of Florida's website.  To apply for the position, please visit: https://www.governmentjobs.com/careers/jud11flcourts 

Description

Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary.
 

The role of the JA Senior Purchasing Specialist is supporting the daily operations of the Procurement Division within the Administrative Office of the Courts. This position entails highly responsible work involving various commodities and services for the Eleventh Judicial Circuit. The two main functions of this position are the accountability of capital assets under the annual state and county inventory and handling all Miami Dade County travel related matters for the Circuit.  In addition, the position is responsible for handling the procurement cycle of certain commodities and services as assigned. The work is performed under the general supervision of the Purchasing Manager.

Responsibilities

• Responsible for the accountability of capital assets under the annual state and county inventory through respective systems—FLAIR (Florida Accounting Information Resource) and INFORMS (Integrated Financial Resources Management System). Serves as the inventory liaison between courthouses and state and county inventory administrators.
• Responsible for handling all circuit travel matters for county-funded and grant-funded travel. Reviews and process county-funded travel requests and travel expense reports in INFORMS, as required by Miami Dade County. Remains well versed with all County and Circuit guidelines and procedures regarding county-funded travel. Provides circuit employees assistance when submitting travel in INFORMS. Trains circuit employees in the INFORMS system, as needed. 
• Completes all required steps under the procurement cycle for the commodities and services assigned to the position; including but not limited to, prepares and submits requests for approval, issues purchase orders (PO), follows up on status of purchase orders; coordinates with vendors, end-users and other key players, confirms delivery, reviews invoices, submits for payment, and tracks expenditures for forecasting and compliance with the prompt payment law.
• Keeps abreast and comply with state and county guidelines, procedures and deadlines for the annual inventory of capital assets. And implements changes to ensure compliance.
• Maintains and updates inventory records, tracks all capital asset related information. Prepares supporting documents for asset status as needed throughout the year to comply with state and county inventory, to include new assets and disposal.
• Handles all INFORMS reports and works closely with the Procurement and ASD (Administrative Services Division) staff to resolve matters expeditiously. 
• Reviews and monitors INFORMS for open purchase orders to comply with the county requirements for closure of the purchase orders as necessary.  Reviews the activity summary for compliance and works with the Procurement staff to reconcile any discrepancies and closure of the PO. Handles central receiving for Procurement invoices. 
• On site visits to various court locations for inventory purposes, assessments, and other special projects.
• Follows and complies with state and county purchasing procedures, directives and guidelines as established by the State of Florida and Miami Dade County.
• Creates reports and spreadsheets to track, forecast and maintain procurement records for commodities and services assigned.
• Responsible for maintaining and updating all county-funded travel related information on the Procurement SharePoint site.  
• Responsible for monitoring internal contracts for compliance, expenditures and renewals.
• Conducts vendor research for new business opportunities and competition. Establishes and maintains strong vendor relationships, maintains clear communication, define needs and address expectations early. 
• Assists the Purchasing Manager with the scheduling of moving services for the disposal of state and/or county owned equipment as per guidelines.
• Assists walk-ins, courier pick up and accept deliveries.
• Responsible for the distribution of supplies, such as yearly calendars.
• Performs other related work as required.

Qualifications

• Bachelor's degree in business administration, purchasing, bookkeeping, accounting or related field.
• Two (2) years of experience in inventory control, accounting, capital asset inventory, or related experience.

• Strong interpersonal, communication, and customer service skills.
• Detail oriented, independent self-starter with strong attention to detail.
• Ability to organize workload and deliver under the pressure of deadlines, when necessary.
• Ability to work in teams and/or with minimal supervision.
• Strong time management skills.
• Knowledge of State and County Procurement Guidelines and Procedures to comply with State and County regulations as required by State Statues. 
• Proficient with all State and County systems following regulations for compliance, such as My Florida Marketplace (MFMP), WORKS, State Automated Management Systems (SAMAS), Share Point, and INFORMS.
• Working knowledge of computer function and applications.
• Ability to organize and prioritize assignments. 
• Ability to establish and maintain effective working relationships with all Circuit personnel, outside state and county agencies and vendors. 
• Ability to communicate effectively and professionally with internal and external customers in person, electronically, and/or by telephone.
• Ability to stand, walk and bend down for long periods of time during physical inventory court visits. 
• Ability to express ideas and information clearly and concisely, verbally and in writing, to groups and individuals.
• Ability to maintain a high level of professional integrity and ethical conduct.
• Ability to perform successfully under tight project timelines.
   

Working Conditions:

• Moderate noise; business office setting.

• Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 20 lbs.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.