Description:
Responsible for receipt and evaluation of purchase requests, preparation of formal bid requests, and ensuring the purchase of quality goods and supplies at the lowest available price; prepares and maintains an accurate accounting of Pulaski County’s fixed asset inventory.
Essential Job Functions
- Reviews purchase requests for compliance with purchasing laws and policies; determines appropriate procedure based on the estimated cost of purchase; ensures Quorum Court approval for specific capital outlay items.
- Compiles formal bid packages including the writing of bid specifications, selection of bidder list, and preparation of special instructions necessary to meet legal requirements.
- Researches products to determine appropriate specifications when needed and available vendors for desired products.
- Contacts vendors to obtain informal telephone or written quotes for purchases when appropriate.
- Writes and places legal advertisements.
- Opens and records bids presented at formal bid openings; forwards copies to the appropriate department.
- Ensures bonding and liability insurance is provided by the vendor within construction bids.
- Evaluates bids for compliance with regulations and specifications; ensures vendors are current in payment of all applicable taxes; reviews vendors selection submitted by department for effective selection.
- Obtains selection factor ratings from departments.
- Maintains log of all actions taken during bid process including vendors contacted, method of contact, and all other related actions.
- Prepares contracts for purchases and services ensuring compliance with County Purchasing Policy and applicable State and Federal law; obtains all necessary signatures.
- Places orders for materials once purchase award has been made; processes change orders for construction project purchasing.
- Monitors contracts for upcoming expirations; notifies departments on a timely basis when contracts must be re-bid; negotiates renewals as needed.
- Organizes and maintains annual contract files, closed bid packages, product information library, and other related information.
- Prepares and maintains the fixed asset inventory records for all departments; assigns inventory control numbers to appropriate County capital equipment inventory; enters equipment information into the fixed asset tracking system database; maintains and updates the system information as required.
- Coordinates storage and sale of surplus equipment and supplies by online or local auction.
- Prepares and distributes the annual inventory listing for verification by Elected Officials and Department Directors; adjusts the equipment database after the verification is reconciled.
- Compiles reports of fixed assets for Legislative Auditors and the Assistant Comptroller.
- Implements changes and updates to the inventory recordkeeping system as needed.
- Identifies appropriate depreciation schedule for all fixed assets; enters descriptions, values, funding, and schedules into the fixed asset inventory system.
Secondary Duties And Responsibilities
- Assigns a purchase order number and logs into the computer database.
- Prepares Requests for Proposals to obtain vendor-prepared project or service options.
- Explains purchasing policies and procedures to other County departments and vendors as required.
- Orders items available on State and National contracts.
- Monitors service and products provided by vendors; recommends suspension from vendor list to Assistant Comptroller when appropriate.
- Contacts new vendors to establish interest in making competitive bids on goods and/or services.
- Enters vendors into the database in the designated supplier areas.
- Maintains records and prepares various reports reflecting purchase information.
- Assists County departments develop and implementing an internal inventory tracking system for assets not included in countywide fixed asset inventory records; provides training as needed.
- Conducts quarterly inventory audits for departments as needed.
- Conducts training in inventory maintenance procedures for departmental personnel.
- Makes recommendations for procedural changes to improve the accuracy of inventory records.
- Installs periodic software updates provided by the State for the computerized inventory system.
- Conducts training for vendors and user departments as needed.
- Performs other related duties as required.