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Purchasing Specialist

Date: Aug 14, 2019

Location: SAINT AUGUSTINE, FL, US, 32086

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 71160 

Agency: Military Affairs

Working Title: Purchasing Specialist

Position Number: 62000305 

Salary:  $34,501.48 

Posting Closing Date: 08/28/2019 

Department of Military Affairs

 

*** OPEN COMPETITIVE***

 

APPLICATION DEADLINE: 11:59 p.m. on closing date

 

VACANCY # 62000305

 

 

ABOUT THE DEPARTMENT OF MILITARY AFFAIRS (DMA)

The mission of the Florida Department of Military Affairs is to provide management oversight of the Florida National Guard and provide units and personnel ready to support national security objectives; to protect the public safety of citizens and to contribute to the national, state and community programs that add value to the United States of America and to the State of Florida.

 

 

OUR BENEFITS INCLUDE:

  • Annual and Sick Leave Package
  • Nine Paid Holidays
  • One Personal Holiday per year
  • State Health and Life Insurance
  • Educational Benefits
  • Contributory Retirement Plan
  • Paid Administrative Leave Options such as Volunteering, Voting, VA Appointments, School Participations and more

 

 

CONDITIONS OF EMPLOYMENT:

New employees of the Department of Military Affairs will be required to pass a pre-employment drug screening.

New employees of the Department of Military Affairs are required to participate in a direct deposit/electronic transfer program. 

The Department of Military Affairs is paid on a monthly basis.

 

 

MINIMUM REQUIREMENTS:

  • Bachelor's Degree from an accredited college or university with a major in Business Administration or related field and one (1) year of experience in purchasing, accounting, finance, receivables and/or budgeting; OR
  • Associate’s Degree from an accredited college or university with a major in Business Administration or related field and three (3) years of experience in purchasing, accounting, finance, receivables and/or budgeting; OR
  • High School Diploma or equivalent and five (5) years of experience in purchasing, accounting, finance, receivables and/or budgeting.

 

PREFERRED REQUIREMENTS:

  • One (1) year of construction contract management experience.

 

 

DUTIES AND RESPONSIBILITIES:

  • Prepare and process both state and federal architect/engineer and contractor progress payments for approval, ensuring accuracy and prompt payment utilizing applicable procedures.  
  • Compile and distribute contract documents (to include solicitations, addendums, meeting agendas, contracts, modifications, forms) that are accurate and complete in accordance with Federal Regulations, State Statutes, Standard Operating Procedures, and policy letters.
  • Create complete contract action packets and submits it through the required channels for review and approval while maintaining an accurate tracker on its’ status and physical location until it is returned for final execution.
  • Coordinate, plan and execute contract related meetings with vendors providing accurate information that is well planned and coordinated through Construction Facility Management Office (CFMO) and any other key personnel related to specific projects.
  • Administer all assigned major military construction (MILCON) and state Fixed Capital Outlay Programs of the Florida National Guard ensuring funding is secured, suspense dates are met and projects are completed in accordance with applicable rules, regulations, policies, and procedures.
  • Verify current and accurate fund balances
  • Accurately process or reject vendor payment requests through the contracting branch focusing on correctness and required documentation within three business days from receipt of request.
  • Oversee administration of architect/engineer and construction contracts, change orders, amendments and funding documents related to the design and construction of new projects, major repairs, expansions, and alterations of Florida Army National Guard (FLARNG) facilities assuring accuracy of content and coordinating execution. 
  • Monitor and track construction project status from inception to close in tandem with CFMO Engineering Project Management. 
  • Anticipate, schedule, and ensure completion of corresponding contracts and change orders.
  • Maintain and update CFMO project filing system to ensure efficient accessibility of information to personnel utilizing files.

 

 

KNOWLEDGE, SKILLS, AND ABILITIES: 

  • Skills in initiating and executing contracts from award through close-out.
  • Knowledge of project management.
  • Knowledge experience relating project status to corresponding contracting actions.
  • Knowledge of pertinent federal and state guidance regarding payments.
  • Knowledge of the methods of data collection and analysis.
  • Knowledge of basic management principles and practices.
  • Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of operational and management practices.
  • Ability to organize data into logical format for presentation in reports, documents and other written materials.
  • Ability to conduct fact-finding research.
  • Ability to utilize problem-solving techniques.
  • Ability to understand and apply applicable rules, regulations, policies and procedures relating to operational and management analysis activities.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to maintain timely and accurate contract and account balances.
  • Ability to discern appropriate federal/state funding mix in accordance with contract.
  • Ability to coordinate with key staff to determine status of contract.
  • Ability to monitor multiple contracts concurrently.
  • Experience with and knowledge of automated methods of project management.
  • Experience in conducting impromptu meetings providing contract update.
  • Experience and/or knowledge of Military Construction and Fixed Capital Outlay programs.
  • Experience in discerning and verifying state and federal funding sources and balances.
  • Experience in establishing or maintaining complex filing systems spanning multiple years.
  • Experience complying with state and federal filing, documentation, and retention regulations.

 

 

SPECIAL NOTES:

The State of Florida and The Department of Military Affairs participate in the E-Verify program. Federal law requires that all employers verify the identity and employment eligibility of any person hired to work in the United States.

 

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

 

All members of the Florida Retirement System are required to contribute 3% of their salary on a pre-tax basis.

 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

 

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.

 

The Department of Military Affairs values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged to apply.

 

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  All documentation is due by the close of the vacancy announcement. 

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement. 


Nearest Major Market: Jacksonville