Purchasing And Accounting Assistant

State of Maryland•Baltimore City, MD

5d•Onsite

About The Position

Procurement/Purchasing Assist Fiscal Department with the procurement of services, supplies, equipment and consulting contractual services on behalf of the Commission ensuring that all staff has the necessary resources available to accomplish their assigned tasks by adhering to the Commission's and the Code of Maryland Regulations (COMAR) Title 21, guidelines, policies, and procedures by use of the State's Advanced Purchasing and Inventory Control System (ADPICS) and the State's Relational Standard Accounting and Reporting System (RSTARS) in the State's Financial Management Information System (FMIS). The following specific duties are performed with regards to the above duty: a) Supports Procurement Officer with procurement operations and functions. b) Supports Procurement Officer with requisitions, RFPs, IFBs, purchase orders and contracts for all supplies, materials, equipment, service contracts, and consulting. c) Support the Procurement Officer with conducting pre-bid and pre-proposal conferences. d) Prepare minutes of pre-bid and pre-proposal conferences, addenda to RFP and IFB and answers written questions from potential bidders and offerors. e) Assist with bid openings for competitive procurement to determine whether offerors are reasonably qualified to be selected for award and may recommend proposals for awards. f) Assist with or conduct debriefings. g) Confers with the Procurement Officer and General Counsel regarding contract disputes, protest or appeals and Public Information Act requests. h) Uses ADPICS and RSTARS in FMIS to facilitate the procurement process. i) Performs other procurement related duties as needed. Supports the Commission's Minority Business Enterprise (MBE), Veteran-owned Small Business Enterprise (VSBE), Small Business Reserve (SBR), and Green Purchasing Programs, including assisting the Procurement Officer with preparation/filing of quarterly and annual reports, as required; and attending State MBE, VSBE, SBR, and Green Purchasing Committee meetings. Supply, Storeroom, and Inventory Management Manages storeroom and equipment inventory operations to ensure Commission property is maintained and supplies are readily available by complying with Department of General Services' (DGS)' rules, regulations, and guidelines as defined in its Inventory Standards and Support Services Division's inventory control manual, the Commission's internal policies and procedures manual, and applicable Federal law and regulations. This includes: (a) establishment and implementation of appropriate internal guidelines and reconciliation of inventory reports; and (b) the administration of an approved inventory control system. Purchasing supplies with corporate credit card. Accounting/Fiscal Support Assist the Budget and Fiscal Director with projects related to accounts receivable, the administration of the Fiscal Division, prepare monthly credit card log/reconciliation and other special projects as needed. Backup Fleet/Telecommunications/Building Program Manager Assist in the administration of the Commission's fleet management program, telecommunications program and building coordination activity by performing back-up functions in

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Two years of administrative staff or professional work.
Candidates may substitute 30 credit hours from an accredited college or university for one year of the required experience.
Candidates may substitute the possession of a Bachelor's degree from a college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.
Employees in this classification may be assigned duties which require the operation of a motor vehicle. Employees assigned such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

Nice To Haves

One year of experience in the preparation of purchasing/procurement-related documents.
Experience supporting a Purchasing Supervisor/Procurement Officer with operations and functions.
Experience conducting pre-bid and pre-proposal conferences.
Experience reviewing vendor invoices and related purchasing documents.
Experience managing and tracking inventory.
Experience using ADPICS and RSTARS in FMIS to facilitate the procurement process.

Responsibilities

Supports Procurement Officer with procurement operations and functions.
Supports Procurement Officer with requisitions, RFPs, IFBs, purchase orders and contracts for all supplies, materials, equipment, service contracts, and consulting.
Support the Procurement Officer with conducting pre-bid and pre-proposal conferences.
Prepare minutes of pre-bid and pre-proposal conferences, addenda to RFP and IFB and answers written questions from potential bidders and offerors.
Assist with bid openings for competitive procurement to determine whether offerors are reasonably qualified to be selected for award and may recommend proposals for awards.
Assist with or conduct debriefings.
Confers with the Procurement Officer and General Counsel regarding contract disputes, protest or appeals and Public Information Act requests.
Uses ADPICS and RSTARS in FMIS to facilitate the procurement process.
Performs other procurement related duties as needed.
Supports the Commission's Minority Business Enterprise (MBE), Veteran-owned Small Business Enterprise (VSBE), Small Business Reserve (SBR), and Green Purchasing Programs, including assisting the Procurement Officer with preparation/filing of quarterly and annual reports, as required; and attending State MBE, VSBE, SBR, and Green Purchasing Committee meetings.
Manages storeroom and equipment inventory operations to ensure Commission property is maintained and supplies are readily available by complying with Department of General Services' (DGS)' rules, regulations, and guidelines as defined in its Inventory Standards and Support Services Division's inventory control manual, the Commission's internal policies and procedures manual, and applicable Federal law and regulations.
Establishment and implementation of appropriate internal guidelines and reconciliation of inventory reports
Administration of an approved inventory control system.
Purchasing supplies with corporate credit card.
Assist the Budget and Fiscal Director with projects related to accounts receivable, the administration of the Fiscal Division, prepare monthly credit card log/reconciliation and other special projects as needed.
Assist in the administration of the Commission's fleet management program, telecommunications program and building coordination activity by performing back-up functions in