Supply Chain Specialist

City of Gainesville•Gainesville, FL

3d•$19 - $30

About The Position

GRU is seeking a motivated Supply Chain Specialist to support inventory analysis, purchasing, and materials management using an Enterprise Resource Planning (ERP) system or Work Management System. Positions allocated to this classification report to a designated supervisor and work under limited supervision. Work in this class is distinguished from higher classes by its lack of management responsibility and from lower classes by its emphasis on inventory analysis and control plus purchasing and contracts for a specific group of standard materials. Multiple candidates may be hired as a result of this recruitment. SUMMARY This is moderately complex work involving the analysis of inventory requirements utilizing an ERP (Enterprise Resource Planning) system (GRU) or Work Management System (Public Works), determining appropriate inventory levels plus the securing of quotes and then purchasing these standard materials. Positions allocated to this classification report to a designated supervisor and work under limited supervision. Work in this class is distinguished from higher classes by its lack of management responsibility and from lower classes by its lack of management responsibility and from lower classes by its emphasis on inventory analysis and control plus purchasing and contracts for a specific group of standard materials.

Requirements

Graduation from high school or possession of an acceptable equivalency diploma, and three years of experience in purchasing and/or inventory control utilizing an electronic system, which may be supplemented by relevant college level courses in business or related subjects, or an equivalent combination of education, training and experience which provides the required knowledge, skills and abilities.
Valid Florida Driver License required.
Expertise with an ERP system, especially the purchasing and inventory modules.
Thorough knowledge of principles, practices, methods and theories of inventory control.
Thorough knowledge of purchasing principles and practices and of rules and regulations governing municipal utility procurement activities.
Knowledge of types, grades, and suppliers of materials, supplies, and equipment to be purchased and of price and market trends.
Knowledge of use of personal computers and relevant software including Excel and Word.
Thorough knowledge of office procedures and practices, business English, spelling, and commercial arithmetic.
Ability to prepare specifications, analyze bids, and perform other purchasing functions.
Ability to analyze bids in light of anticipated needs to obtain total cost of each bid on multiple items.
Ability to communicate effectively, both orally and in writing and prepare fiscal reports.
Ability to work effectively with co-workers and the general public.
Work requires physical strength and agility sufficient to safely perform all essential job functions, including the ability to lift, carry, push or pull 25 pounds without assistance.
Employee must possess and maintain a valid telephone number and follow all departmental, City of Gainesville, and GRU policies, administrative guidelines, and procedures.
Must be willing and able to work overtime as necessary to complete required duties and provide necessary support to operational and department personnel during emergencies and non-emergencies.

Nice To Haves

Membership in and certification from a professional purchasing organization and/or an inventory control organization would be a plus.

Responsibilities

Determines material requirements and maintains ERP SAP – System, Application, Products - GRU, Work Management System (Public Works) or database updated with accurate purchasing and inventory control information to ensure the system performs optimally, reduces clerical work, and provides accurate suggested orders with optimal quantities and delivery times.
Monitors stock levels, material usage and future material requirements and creates and issues purchase orders as needed to insure needs are met while maintaining inventory at optimal levels.
Works with the user departments, purchasing, stores, standards and engineering to evaluate, select and implement GRU or Public Works supply chain partners.
Designs, develops and maintains effective supply chain strategies. This could include working to resolve problems, improve efficiencies, reduce total costs, assure quality, support flexibility and protect continuity of supply.
Monitors and reports on market conditions, new technology and supplier conditions for the assigned material group, and makes recommendations to the Supply Chain or Assistant Operations Manager when necessary to protect or enhance the performance of the supply chain.
Works with the Procurement Specialist or others as appropriate to prepare bid specifications, evaluate bids, and recommend award for all bids above GRU requirements or as directed by Assistant Operations Manager.
Prepares detailed records and reports in a timely manner.
Prepares requests for quotation and/or invitations to bid for a wide range of standard materials.
Monitors transactions of inventory usage to ensure accuracy in capital and maintenance materials accounting as well as Stores inventory records.
Reviews contracts, agreements, and terms and conditions in purchase orders to assure clarity, and protection and enhancement of the City’s interests.
Verifies contracts have met all requirements and adhere to all City policies before execution.
Implements contract execution procedures, ensuring proper execution by the Contractor, review and approval by the City Attorney, and execution by the City.
Prepares analysis of quotations to insure conformity with specifications and most satisfactory source of supply.
Initiates quotations and places orders for emergency purchase when bids are not required.
Works with the Warehouse Supervisors or Operations Supervisors to check and verify source documents related to issue and receipt of goods and ensures accountability of quantities and costs.
Responsible for overseeing the cycle count program and researching causes for inventory balance discrepancies. This may be in tandem with the Warehouse Supervisor, Operations Supervisor or Assistant Operations Manager as appropriate.
Conducts analysis of inventory to identify potential candidates for investment recovery and works with user departments to determine if material can be disposed of.
Attends work on continuous and regular basis.
Maintains complete records of all contracts utilized by the Stores Department or Public Works Warehouse.
Coordinates the expediting of materials to meet user department requirements and communicates information as necessary to them.
Performs many of the functions that support daily warehouse activities on an as-needed basis.
Assists in formulating operating procedures.
Assists in the annual budget process.
Performs other related duties as assigned.