PURCHASING AGENT I - 64051276 1

State of Florida • Saint Petersburg, FL

2d • $38,236 - $40,000 • Onsite

About The Position

This position provides technical support and review to the Purchasing Department, focusing on tracking specific purchasing indicators to ensure compliance with state and department regulations, particularly concerning purchases under the Category II threshold. The role involves providing feedback to requesters, educating users on purchasing laws and procedures, and ensuring adherence to all regulations. The incumbent will collaborate with the General Services Manager and Maintenance Supervisor to obtain quotes, bids, and proposals, coordinate vendor follow-ups, and process requisitions through My Florida Market Place (MFMP) in accordance with state policies. This includes reviewing and processing invoices, resolving related issues, and working with requesters to gather necessary documentation. The position also manages fleet duties, including monitoring vehicle logs, coordinating reservations, and ensuring vehicle maintenance. As a Purchasing Card holder, the individual must adhere to purchasing guidelines and policies, obtain proper authorization, and maintain adequate documentation. Additionally, the role involves assisting with updating or drafting Scopes of Work, supporting the creation of training materials for MFMP users, and serving as a backup courier for inter-office correspondence, medical records, and financial transactions. The role also includes processing incoming postal mail and operating a postage meter.

Requirements

• Knowledge of the principles and practices of purchasing.
• Ability to apply rules, regulations, policies and procedures relating to the purchasing process.
• Ability to analyze bids for cost, specifications and/or vendor service.
• Ability to maintain purchasing records.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to progress and use specific computer programs
• Excellent interpersonal skills and communication skills: speaking, reading and writing.
• Exceptional at customer service
• Two (2) years of customer service experience.
• Two (2) years of professional experience multi-tasking in an office environment.
• Two (2) years of experience in Microsoft Office Suite: Word, Excel, and Outlook experience.
• One (1) year of experience working in MFMP.
• Must be able to lift 50 pounds on a regular basis.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• 3 years or more experience in Excel, PowerPoint and Word.
• 2 years or more of MFMP Experience
• An associate degree or higher level of education.

Responsibilities

• Provide technical support and review to the Purchasing Department, tracking specific Purchasing indicators to ensure state and department compliance of F.S. 287.057, monitoring and assisting with the review of purchasing activity under the Category II threshold.
• Provide feedback to requesters to ensure changes are made to requests as necessary.
• Give users information on purchasing laws and procedures and ensure that no purchasing procedures and laws are overlooked or avoided.
• Work closely with General Services Manager and Maintenance Supervisor obtaining quotes, bids and proposals for different projects coordinating follow ups with vendors timely to ensure work is performed.
• Review and process requisitions submitted to the Purchasing Department through My Florida Market Place (MFMP) in accordance with Florida Department of Health (FDOH), Florida Department of Management and Services (DMS) and Department of Financial Services (DFS) policies and guidelines.
• Ensure appropriate methods of procurement are used for purchase requisitions and orders are justified per Florida Statues.
• Ensure requester’s specifications are met.
• Ensure required documentation for all purchases is received and maintained.
• Process PR within a less than (2) daytime frame.
• Review, validate and process all valid invoices received via mail or electronically using the appropriate financial codes.
• Resolve problems that may occur when getting invoices processed.
• Work in conjunction with requesters to obtain additional information required to process invoices, that may include timesheets, reporting, and other deliverables within the statutorily required timeframes.
• Communicate invoice processing progress with supervisor.
• Perform fleet duties overseeing and monitoring the service and mileage logs of DOH-Pinellas state vehicles.
• Send a reminder email every 29th day of the month to all fleet users asking for state vehicle logs to be submitted on the 1st day of every month.
• Follow up with each non-compliant user escalating request when appropriate.
• Compile and review log before submitting to General Services Manager no later than the 5th of the month.
• Receive requests and coordinate the reservation of General Services fleet vehicles to staff documenting reservation schedule on an electronically shared calendar, ensuring all parties involved are informed.
• Ensure routine maintenance and cleaning is performed periodically inspecting vehicle for cleanliness.
• As a Purchasing Card holder, ensure proper authorization is obtained before making purchases from authorized vendors in compliance with Purchasing guidelines and policies.
• Ensure receipts are signed and dated and the documentation is adequate to support the purchases as specified in DOHP 56-44-XX Purchasing Card Guidelines no more than 2 business days after purchase is completed or added to Works.
• Coordinate with the Purchasing Supervisor to update or draft a Scope of Work for service orders with other departments as well as those necessary for General Services blanket orders.
• Assist the Purchasing Supervisor in the creation of accurate training for the agency MFMP users.
• Serve as an expert in answering questions from new users.
• Help keep all MFMP users informed of changes and updates to the MFMP system.
• Serve as a back-up courier for Pinellas County Health Department.
• Deliver inter office correspondence, medical records, vaccines and medications and other items as necessary to FDOH locations within the county and other medical facilities as needed.
• Maintain and monitor cooler temperatures per FDOH cold chain policy.
• Deliver and pick up money bags to units.
• Pick up bank deposit from Finance Department and deliver to bank for deposit.
• Carry processed postal mail to mailbox or to Post Office.
• Process postal mail coming into the General Services area.
• Sort by assigned postal codes and operate the postage meter according to USPS regulations.
• Print out postage reports at the end of the month and forward to Purchasing Department for replenishment.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree