PURCHASING AGENT I - 64051276

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PURCHASING AGENT I

This is an internal opportunity only. Only current DOH employees will be considered.

Your Specific Responsibilities:

Provide technical support and review to the Purchasing Department, by tracking specific Purchasing indicators to ensure state and department compliance of F.S. 287.057, mainly monitoring and assisting with the review of purchasing activity under the Category II threshold. Provides feedback to requesters to ensure changes are made to request as necessary. Gives users information on purchasing laws and procedures and ensures that no purchasing procedures and laws are overlooked or avoided. The incumbent in this position will work closely with General Services Manager and Maintenance Supervisor obtaining quotes, bids and proposals for different projects coordinating follow ups with vendors timely to ensure work is performed. After quotes are received will review and process requisitions submitted to the Purchasing Department through My Florida Market Place (MFMP) in accordance with Florida Department of Health (FDOH), Florida Department of Management and Services (DMS) and Department of Financial Services (DFS) polices and guidelines.

Knowledgeable of State Contracts and P-Card requirements and applies when appropriate. Ensures appropriate methods of procurement are used for purchase requisitions and orders are justified per Florida Statues. Ensures requester’s specifications are met. Ensures required documentation for all purchases is received and maintained. Process PR within a less than (2) daytime frame. Review, validate and process all valid invoices received via mail or electronically using the appropriate financial codes. Resolves problems that may occur when getting invoices processed. Works in conjunction with requesters to obtain additional information required to process invoices, that may include timesheets, reporting, and other deliverables within the statutorily required timeframes. Communicates invoice processing progress with supervisor.

Performs fleet duties overseeing and monitoring the service and mileage logs of DOH-Pinellas state vehicles. Sends a reminder email every 29th day of the month to all fleet users asking for state vehicle logs to be submitted on the 1st day of every month. Follows up with each non-compliant user escalating request when appropriate. Compiles and reviews log before submitting to General Services Manager no later than the 5th of the month.

Receives requests and coordinates the reservation of General Services fleet vehicles to staff documenting reservation schedule on an electronically shared calendar, ensuring all parties involved are informed. As an authorized user will make sure routine maintenance and cleaning is performed periodically inspecting vehicle for cleanliness.

As a Purchasing Card holder ensures proper authorization is obtained before making purchases from authorized vendors in compliance with Purchasing guidelines and policies. Will ensure receipts are signed and dated and the documentation is adequate to support the purchases as specified in DOHP 56-44-XX Purchasing Card Guidelines no more than 2 business days after purchase is completed or added to Works.

Coordinates with the Purchasing Supervisor to update or draft a Scope of Work for service orders with other departments as well as those necessary for General Services blanket orders.

Assists the Purchasing Supervisor in the creation of accurate training for the agency MFMP users. Serves as an expert in answering questions from new users. Helps keep all MFMP users informed of changes and updates to the MFMP system. Serves as a back-up courier for Pinellas County Health Department. Delivers inter office correspondence, medical records, vaccines and medications and other items as necessary to FDOH locations within the county and other medical facilities as needed. Must maintain and monitor cooler temperatures per FDOH cold chain policy. Delivers and picks up money bags to units. Picks up bank deposit from Finance Department and delivers to bank for deposit. Carries processed postal mail to mailbox or to Post Office.  Must be able to lift 50 pounds on a regular basis. Process postal mail coming into the General Services area. Sort by assigned postal codes and operate the postage meter according to USPS regulations. Print out postage reports at the end of the month and forward to Purchasing Department for replenishment.

Required Knowledge, Skills, and Abilities:

Knowledge of the principles and practices of purchasing.

Ability to apply rules, regulations, policies and procedures relating to the purchasing process.

Ability to analyze bids for cost, specifications and/or vendor service.

Ability to maintain purchasing records.

Ability to communicate effectively.

Ability to establish and maintain effective working relationships with others.

Ability to progress and use specific computer programs

Excellent interpersonal skills and communication skills: speaking, reading and writing.

Exceptional at customer service

Qualifications:

Minimum

Two (2) years of customer service experience.

Two (2) years of professional experience multi-tasking in an office environment.

Two (2) years of experience in Microsoft Office Suite: Word, Excel, and Outlook experience.

One (1) year of experience working in MFMP. 

Preferred

3 years or more experience in  Excel, PowerPoint and Word.

2 years or more of MFMP Experience

An associate degree or higher level of education.

Where You Will Work:

Department of Health in Pinellas County/St. Petersburg location: 205  Dr MLK Jr St N, St. Petersburg FL 33701

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.  Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.