Purchasing Specialist I

Phdmc•Dayton, OH

4d•$22 - $27•Onsite

About The Position

Under the direction of the Purchasing Supervisor, the Purchasing Specialist I is responsible for the daily functions of administration, procurement, facilities, and asset management. Responsibilities include but not limited to: Assists purchasing supervisor and staff by coordinating vendor management activities; obtains vendor quotes and follow-up information; selects vendors and ensures all new vendor documentation is complete; prepares purchase orders; processes accepted proposals and requisitions for office supplies and equipment; maintains real-time purchase requisition database and credit card log. Oversees various facility activities, including reviewing and prioritizing work orders and committing agency funds to initiate work orders; determines action needed and notifies appropriate personnel/vendor; monitors and follows up on work orders status, contracts, and expenditures. Performs administrative duties, including greeting and directing visitors, answering phones, preparing various documents, filing, scheduling of muti-purpose room, confirms configuration for room set-up in various conference rooms, processing equipment requests and food service requests for special events and meetings. Acts as main point of contact for agency printing needs; maintains print order masters for account information retrieval and dispute resolution; reviews orders for accuracy, distributes proofs for approval and forwards to Printing Services department. Acts as the central order entry processor of accepted proposals, employee travel forms and reimbursements, and requisitions for office supplies and equipment for all departments of Public Health. Supports the agency’s Asset Inventory Management Program; tags and tracks the introduction, cost, accounting, movement, annual recertification, retirement and removal of capital assets; updates inventory database ensuring all information is current. Assists with the investigation of accounting issues related to purchase requisitions, purchase orders, and work order discrepancies; verifies order have been delivered and payments were received. Schedules supplies and maintenance for agency equipment and pool cars.

Requirements

High school diploma or equivalent (G.E.D.)
Four (4) years' experience in purchasing methods and facility operations
Proficient using computer applications/software, including Microsoft Outlook, Word, Excel, PowerPoint, and Teams
Completion of Incident Command System 100 and National Incident Management System 700 courses within 90 days of hire
Valid State of Ohio driver’s license and insurance on any personal vehicle that will be used for work

Nice To Haves

Associates degree
Two – four (2-4) years’ experience with government procurement methods, practices, and facility operations
Customer service orientation
Strong interpersonal communication skills
Knowledge of office procedures and practices
Knowledge of emergency preparedness
Knowledge of facility operations
Ability to adjust to changing priorities
Ability to lead multiple projects simultaneously in a fast-paced environment

Responsibilities

Coordinating vendor management activities
Obtaining vendor quotes and follow-up information
Selecting vendors and ensuring all new vendor documentation is complete
Preparing purchase orders
Processing accepted proposals and requisitions for office supplies and equipment
Maintaining real-time purchase requisition database and credit card log
Reviewing and prioritizing work orders
Committing agency funds to initiate work orders
Determining action needed and notifying appropriate personnel/vendor
Monitoring and following up on work orders status, contracts, and expenditures
Greeting and directing visitors
Answering phones
Preparing various documents
Filing
Scheduling of multi-purpose room
Confirming configuration for room set-up in various conference rooms
Processing equipment requests and food service requests for special events and meetings
Acting as main point of contact for agency printing needs
Maintaining print order masters for account information retrieval and dispute resolution
Reviewing orders for accuracy, distributing proofs for approval and forwarding to Printing Services department
Acting as the central order entry processor of accepted proposals, employee travel forms and reimbursements, and requisitions for office supplies and equipment for all departments of Public Health
Supporting the agency’s Asset Inventory Management Program
Tagging and tracking the introduction, cost, accounting, movement, annual recertification, retirement and removal of capital assets
Updating inventory database ensuring all information is current
Assisting with the investigation of accounting issues related to purchase requisitions, purchase orders, and work order discrepancies
Verifying orders have been delivered and payments were received
Scheduling supplies and maintenance for agency equipment and pool cars