PURCHASING SPECIALIST - 79000242

State of Florida • Tallahassee, FL

1d • $40,321 - $45,000 • Onsite

About The Position

This position provides high-level professional administrative support for the Division of Technology by conducting research, preparing reports, handling information requests, assisting with program management, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging meetings, as well as performs fiscal, purchasing and property control functions. Assists in conducting daily administrative activities.

Provides operational support to the Division of Technology’s Director’s Office and units within the division. Handles administrative tasks (printing, filing, binding, etc.) for managers as needed. Prepares correspondence and documents as requested. Schedules appointments and return calls as requested. Acts as Division’s Receptionist who receives and routes incoming calls to the Division to the appropriate individual. Manages incoming and outgoing mail, including shipping.

Responsible for purchasing Technology items, office supplies and telecommunications equipment for the Department using a Purchasing Card (P-Card) and/or the MyFloridaMarketPlace (MFMP) eProcurement system, in accordance with the Department policies and State of Florida purchasing statutes and rules. Responsible for collecting and reconciling P-Card transactions in WORKS and other invoices before submission to the Division’s Budget Coordinator or F&A for approval and payment processing. Also responsible for maintaining files and spreadsheets of detailed records. Process Requests for Quotes for commodities and/or contractual services from State Contract vendors pursuant to the provisions of the State Contract.

Responsible for monitoring and working in the IT Purchasing queue tickets, updates with detailed notes and resolves tickets when completed. Assists in receiving, documenting and coordinating Department mobile devices, tablet devices and IT assets.

This position acts as Fleet manager for the division and oversees all state vehicles assigned to the Division. Updates division vehicle policies for approval by the Director. Ensures data from the monthly reports are accurate and submitted timely. Maintains the Division vehicle inventory in the Department of Management Services Fleet database. Prepares vehicle inventory, maintenance and usage reports as required. Issues Fuel & Maintenance cards as required and assists with acquisition of new vehicles. Obtains license plates & titles from the Florida Department of Motor Vehicles when needed and communicates vehicle & license plate activities with the Division SunPass account manager.

Reconciles all vehicle card charges to items reported on the vehicle logs submitted by the card users and notifies the property section of any corrections. Research discrepancies between the vehicle logs and the fuel card payment system. Analyzes all charges to ensure they are reported correctly and that all receipts are correct.

Performs related work as required.

Requirements

• Four (4) years of administrative or clerical experience in a professional office environment.
• At least two (2) years of experience using Microsoft Office Word, Excel, and Outlook.
• Valid Driver License.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, and purchasing.
• Ability to understand and apply rules, regulations, policies, and procedures.

Nice To Haves

• Experience with MFMP and/or WORKS.

Responsibilities

• Conduct research, prepare reports, and handle information requests.
• Assist with program management.
• Perform administrative and clerical functions, including preparing correspondence, receiving visitors, and arranging meetings.
• Perform fiscal, purchasing, and property control functions.
• Provide operational support to the Division of Technology’s Director’s Office and units within the division.
• Handle administrative tasks such as printing, filing, and binding for managers.
• Prepare correspondence and documents as requested.
• Schedule appointments and return calls.
• Act as the Division’s Receptionist, receiving and routing incoming calls.
• Manage incoming and outgoing mail, including shipping.
• Purchase Technology items, office supplies, and telecommunications equipment using a Purchasing Card (P-Card) and/or the MyFloridaMarketPlace (MFMP) eProcurement system.
• Collect and reconcile P-Card transactions in WORKS and other invoices.
• Maintain files and spreadsheets of detailed records.
• Process Requests for Quotes for commodities and/or contractual services from State Contract vendors.
• Monitor and work in the IT Purchasing queue tickets, update with detailed notes, and resolve tickets.
• Assist in receiving, documenting, and coordinating Department mobile devices, tablet devices, and IT assets.
• Act as Fleet manager for the division, overseeing all state vehicles assigned to the Division.
• Update division vehicle policies for approval by the Director.
• Ensure accuracy and timely submission of data from monthly reports.
• Maintain the Division vehicle inventory in the Department of Management Services Fleet database.
• Prepare vehicle inventory, maintenance, and usage reports.
• Issue Fuel & Maintenance cards and assist with the acquisition of new vehicles.
• Obtain license plates & titles from the Florida Department of Motor Vehicles.
• Communicate vehicle & license plate activities with the Division SunPass account manager.
• Reconcile vehicle card charges to items reported on vehicle logs.
• Notify the property section of any corrections.
• Research discrepancies between vehicle logs and the fuel card payment system.
• Analyze all charges to ensure correct reporting and accurate receipts.

Benefits

• State of Florida retirement package: 3% employee contribution required.
• Nine annual paid holidays and one personal holiday.
• Ability to earn up to 104 hours of paid annual leave annually as a new employee.
• Ability to earn up to 104 hours of paid sick leave annually.
• Health insurance coverage (i.e. individual and family coverage) to eligible employees.
• $25,000 life insurance policy to eligible employees.
• Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc.
• Tax deferred medical and childcare reimbursement accounts are available.
• Tuition waiver program to attend an approved State of Florida College or University.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed