PURCHASING AGENT III - 64026144

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DOH-Vital Statistics

OPS, SES, OR SMS, POSITION.

Purchasing Agent III,  Position #64026144  Jacksonville, Duval County

Your Specific Responsibilities:

The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces.  The bureau issues more than 2.8 million certified copies annually.  A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present. Marriages, and divorces, 1927 to present, are available for certification from the state office.  The bureau maintains more than 22 ½ million vital records.  The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of 67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

Position Description:

Provides analysis and research on various business and administrative matters in the Administrative Services Unit necessary to the operation of the Bureau of Vital Statistics (BVS).  Performs work assignments that require working independently, make decisions and obtaining solutions.  Represents BVS and the while negotiating/renegotiating the purchase of goods and terms for services with vendors, suppliers and other representatives with government or the public in carrying out assignments for the BVS.

Reviews unit requests for supplies, materials, equipment, and various services.  Provides support in preparing specifications, solicits quotes from vendors and prepares purchase requests for service maintenance agreements, and various types of commodities, office equipment, printing, general services needed for business and administrative operations.  Coordinate’s repair and maintenance needs for office equipment.

The employee works with BVS staff, County Health Department staff and vendor/courier under contract to maintain a high concern for quality for the work they produce while adhering to the confidential and secure use of the safety paper.  Ensure staff is following procedures on ordering paper, logging in requests, assigning paper, organizing all shipments with vendor to each region bi-annually with recommendations for adjustments needed to reconcile efficiency to confidentiality and identify opportunities to maximize budget and other security resources within the scope of the BVS’s responsibilities.  As well as monitoring the vendor/courier on contracted delivery of safety paper for invoicing.

The employee will initiate and process purchase orders (P.O.) for the BVS.  The employee receives and submits invoices and coordinates all entries for the BVS. The employee prepares, enter, and manage requisitions.  The employee processes specifications, quotes, etc., so processing purchase orders, invoicing and entries, requisitions and quotes are prepared and submitted obtaining a P.O. from requests of Section Administrators.  Maintains automated files and records of purchase orders/requisitions for tracking purchases, receipt, and disbursement information for accounts payables. Prepares change orders for Purchasing and Disbursement as required.

Coordinates all minor construction and maintenance projects of the BVS facility with the maintenance supervisor to ensure that each building is properly maintained, and employees have a comfortable, functional and safe work environment.

Coordinates the janitorial services with the custodial supervisor/contractor to ensure that the cleaning schedule is being followed in accordance with the current agreements and that the buildings are properly cleaned.

Coordinates the security services with the security supervisor/contractor to ensure that the safety and security of the clients and employees is maintained.

Performs other related duties and special assignments as maybe required.  The employee will research, and report preparation.  Assists in conducting daily administrative activities, processes a variety of correspondence, reviews records and reports which require action, and recommends solutions or courses of actions.

Knowledge, skills and abilities, including utilization of equipment, required for the position:

Knowledge of the principles and practices of purchasing, supply inventory, property, and facility management.

Knowledge of word processing, spread sheet, and database programs.

Ability to prioritize, organize and schedule workload.

Knowledge of facilities management and maintenance.

Ability to establish and maintain effective working relationships with others.

Ability to work independently and under pressure.

Ability to communicate effectively verbally and in writing.

Skill in operating office equipment including a personal computer, 10-key adding machine, copy machine, fax machine and all Microsoft Office products such as Word, Excel, Outlook etc.

Minimum Qualifications:

Excellent customer service skills and knowledge of Office 365 products such as Word, Excel and Outlook.

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

 I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Department of Health Bureau of Vital Statistics, 1217 N. Pearl Street Jacksonville, FL 32202

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.    

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

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.