IT Purchasing Specialist

Position Summary:

Under the general direction of the IT Director, the IT Purchasing Specialist I, II performs a variety of tasks supporting CAPSLO’s mission by ensuring that the purchased products and materials meet specific technical specifications, ability to negotiate purchase terms, and evaluate technology supplier performance. Duties also involve receiving, storing, and shipping technology related materials in a supply management system environment. The IT purchasing specialist will also be responsible for ensuring timely deliveries, resolving any supply issues or discrepancies and responding to questions and concerns about IT related purchases and stock orders.

 

Required Education and Experience:

 

Education:

• High school graduate or equivalent.

Experience:

• Level I:
  • At least one year of increasingly responsible experience in purchasing a variety of general and specialized items, shipping and receiving, inventory and basic accounting.
  • Adequate skill in operation of calculators and the ability to work with figures accurately.
  • Computer skills should include, but not limited to, Microsoft Word and Excel.
  • Ability to learn new computer systems to work effectively using the current purchasing systems.
• Level II:
  • Additional two years’ experience equivalent to that gained as IT Purchasing Specialist I with CAPSLO
  • Have excellent communication and negotiation skills, be an analytical thinker, and demonstrate a good working knowledge of purchasing, shipping, and receiving and inventory strategies.

 

Preferred Education and Experience:

 

Education:

• Associate degree in Business Administration or related area preferred.

 

Experience:

• Experience purchasing PC hardware, peripherals and software licenses preferred.
• Experience in an administrative support position, preferably for non-profit or a public entity.

 

License & Certifications:

• Must have dependable, insured transportation and valid California Driver’s License (mileage to be reimbursed) and acceptable driving record.
• A DMV printout and proof of insurance will be required.
• Fingerprint clearance from the Department of Justice and Federal Bureau of Investigation will be required.

Essential Functions:

 

• Purchasing
  • Preparing correspondence and conducting interviews with CAPSLO employees and vendors on matters related to IT purchasing requirements.
  • Receiving, reviewing, and acting upon technology-related purchase requests received from various programs and departments.
  • Ensuring requisitions conform with CAPSLO’s supply system criteria.
  • Assigning and reviewing the work of assigned support personnel.
• Shipping and Receiving
  • Unloading, checking, and storing incoming material and preparing receiving documents and verifying stock location on shelves.
  • Inspecting incoming material for conformity to purchase order specifications and reporting shortages, damages, or other discrepancies.
  • Packaging and logging materials to be returned to vendors.
  • Filling requisition orders from CAPSLO programs and departments; pulling stock, packaging material, marking material and placing it for delivery.
  • Researching problems and responding to questions and concerns from CAPSLO programs and departments regarding technology purchases and stock orders.
  • Conferring with supervisor in determining storage space requirements, fluctuations in inventory, receipt of goods, and the filling of requisitions.
  • Documents shipping and receiving activities through logs and forms.
  • Ensuring compliance with current asset management practices and policies.
• Maintain inventory specifications and stocking levels.
  • Conducts studies, research, & evaluations pertaining to administrative concerns, projects, and assigned area of responsibility.
  • Compiles, analyzes, and evaluates data and prepares estimates, statements, specifications, and reports based on such data.
  • Ensures that an active surplus inventory is compiled and properly maintained for redistribution.
  • Assures hazardous materials are stored in proper containers and comply with applicable policy or law.
  • Maintains a safe working environment including but not limited to the maintenance of equipment.
  • Assists in periodic and annual inventories.
• Preparing detailed bids/requests for proposals and requests for quotations, including development of bid specifications
  • Assumes responsibility for administration of contracts to include pre-award and post-award planning for each contract.
  • Prepares proposals and recommends award of contracts to vendors for larger purchases.
  • Contacts vendors for verification of bid or quotation content, as necessary.
  • Receives and analyzes bid and quotation responses from vendors.
  • Compare bids with specifications to determine lowest responsible bidder meeting specifications and recommend award of contract.
  • Maintain an active mailing list compiled from applications of vendors requesting placement on bid lists and maintains other purchasing records.
• Establishes and maintains effective communication and coordination with agency personnel and management
  • Assists and supports departments, as required.
  • Communicates politely and efficiently with employees regarding purchases.
  • Keeps management informed of area activities and of any significant concerns.
  • Attends and participates in meetings, as required.
  • Coordinates meetings with agency administrators, department heads, and other staff to ensure continuity of technology supplies and equipment within the agency.
  • Completes reports, records, and other documentation as required.
• Establishes and maintains professional business relations with vendors and outside business professionals
  • Contacts the appropriate vendors for products and services.
  • Interviews vendors for new products.
  • Monitors and evaluates vendor performance.
  • Obtains and conveys information in a courteous and prompt manner.
  • Maintains and displays CAPSLO’s professional reputation and core values.
• Other related duties consistent with job description as required or assigned
  • Remains up-to-date on technological changes in equipment and purchasing techniques.
  • Ensures Department work areas are clean, secure, and well maintained.
  • Completes special projects as assigned.
• Maintaining regular and consistent attendance and punctuality
  • Able to work an on-site schedule of 40 hours per week, Monday through Friday, 8:00am-5:00pm.

 

Responsibilities and Duties:

• Serves as liaison between technology suppliers and CAPSLO staff when managing price agreements, solicitations and processing orders while maintaining strong supplier relations.
• Assists in evaluating technology related products and suppliers according to key business criteria.
• Prepares proposals, requests quotes, and negotiates purchase terms and conditions.
• Acts in an independent manner in placing orders for technology related material or services.
• Maintains files on all technology related purchase orders pending receipt of materials ordered and/or invoice for same.
• Assists others in preparing requisitions, using proper department codes, and other essential data.
• Matches receiving reports and invoices with purchase orders.
• Expedites purchase orders to ensure that orders are completed timely.
• Enters received items and submits appropriate paperwork to Accounting for payment.
• Handles inquiries concerning purchase orders and invoices.
• Answers calls concerning payments, requisitions, and purchase orders.
• Enters on-line requisitions from IT ticketing system generated by CAPSLO staff.
• Processes IT related requisitions to purchase orders and keys change orders, as needed.
• Follows up on outstanding purchase orders.
• Communicates with vendors concerning shipment and payment of invoices.
• Good working relations exist with staff. Employees’ concerns are promptly addressed and problems effectively resolved.
• Required reports, records, and documentation are complete and current.
• Management is appropriately informed of area activities. Maintains understanding of the types of hardware, software and network equipment being purchased and recommends modifications, as necessary.
• Understands, upholds, and continues working toward accomplishing the mission, strategic goals, and performance measures of the agency.
• Uses reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to always assure maximum safety to oneself, fellow employees, clients, and children.

 

Knowledge, Skills, and Abilities:

 

Knowledge:

• Modern purchasing methods, procedures, and specifications preparation.
• Methods and techniques utilized in analyzing the quality of services, supplies, and equipment.
• Sources of purchasing information.
• Budgets and revenue control.
• Modern office methods and equipment.
• Practices of supply management.
• Using an electronic maps and inventory system to complete transactions
• Methods, practices, and terminology used in inventory control and material acquisition.
• Applicable safety practices, rules, and procedures.
• Safe material handling and equipment operation practices and procedures.
• Various materials, supplies, and equipment maintained in IT Storage.
• Operation of personal computer software programs including word processing and spreadsheet tools.

 

Skills and Abilities:

• Maintain records and make reports as required.

• Perform manual labor and heavy lifting.
• Research, analyze, and resolve shipping and delivery errors.
• Follow oral and written instructions.
• Perform basic mathematical calculations.
• Use a computer terminal to enter and retrieve information. Use inventory control system for ordering and processing orders.
• Establish and maintain effective working relationships with those contacted in the course of work

• Excellent people skills, communication, and familiarity with the office environment are crucial.
• Able to communicate complex information clearly.

• Attention to detail.
• Strong research and problem-solving skills.

• Excellent logic and reasoning skills.

• Demonstrates strong initiative, able to work independently, manage multiple projects, meet deadlines, and determine priorities in a fast-paced environment.
• Able to coordinate well with other departments and personnel.
• Able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability, or socio-economic level.

 

Supervisory Responsibility:

• This position has no direct supervisory responsibilities.

Work Environment:

• Although most work is to be performed in a temperature-controlled environment, must be able to work under hazardous conditions including high places, chemical exposures, electrical current, moving machinery, exposure to blood, etc.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical:

• Position requires intermittent sitting, standing, walking, twisting, and bending.
• Simple hand grasping and hand manipulation required such as typing, picking up small objects, or pinching fingers together, as well as reaching above and below shoulder level.

Talking:

• Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

Stooping:

• Bending downward and forward at the waist. Requires full use of lower extremities and back muscles.

Kneeling:

• Resting on knee or knees.

Crouching:

• Bending downward and forward at the leg and spine.

Crawling:

• Moving on hands and knees or hands and feet.

Lifting:

• Use of upper body and back muscles to lift objects.

Hearing:

• Able to hear average or normal conversations and receive ordinary information.

Repetitive Motions:

• Movements frequently and regularly required using the wrists, hands, and/or fingers.

Visual:

• Average, ordinary, visual acuity necessary to prepare, inspect documents, products or operate machinery.

Strength:

• Medium work; exerts up to 50 lbs. of force occasionally, and/or up to 20 lbs. frequently, and 10 lbs. constantly.

Mental Activities and Requirements:

 

Reasoning:

• Able to define problems, collect data, establish facts, and draw valid conclusions.
• Able to interpret an extensive variety of technical instructions in mathematical or diagram form.

Mathematics:

• Ability to perform basic math skills, use decimals to compute ratios and percentages, and to draw and interpret graphs.

Language:

• Ability to effectively communicate in English both orally and written.  Must have the ability to accurately give and receive information via telecommunication systems and must be able to communicate successfully with vendors, supervisors, teachers, and other agency personnel.
• Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.
• Ability to communicate distinctly with appropriate pauses and emphasis; correct punctuation (or sign equivalent) and variation in word order; using present, perfect, and future tenses.

 

Travel: 

• Must be willing to travel frequently within the county and occasionally outside of the county.
• Some overnight travel will be required for out of county trips.

Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire.
• Must submit proof of current vaccination status for measles, pertussis, and influenza (or a current, signed influenza declination form) in compliance with SB 792.
• Must complete a health screening physical completed within 12 months prior to employment or 7 days following the date of hire, and a current TB skin test/Chest X-Ray.
• Employment is contingent upon meeting all job requirements and background requirements: criminal history check (Inclusive of DOJ, FBI and Child Abuse), acknowledgement of child abuse reporting responsibility, criminal record statement (Form LIC508), etc. A criminal history clearance is required within seven days of completing the Live Scan.
• Upon hire agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Program administrative staff will check the website annually to ensure all program staff are cleared to work.

 

Other Duties:

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

 

Reasonable Accommodations:

 

I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice. 

 

I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.