Exciting opportunity with Fauquier County's Finance Department!
Full time job with excellent benefits package!
GENERAL DEFINITION OF WORK:
Performs responsible skilled technical and clerical work involving the procurement of supplies, material and equipment and the preparation
and maintenance of related documents, files and records; does related work as required. Work is performed under regular supervision.
ESSENTIAL FUNCTIONS/TYPICAL TASKS:
Initiating and coordinating purchase of equipment, supplies, materials and contractual services; entering data into computer; monitoring
inventory; preparing and maintaining files and records; researching specifications; soliciting quotations; preparing bid packages;
tabulating bid responses.
Initiates/coordinates purchase of various good/services; ensures compliance with all applicable laws, rules, regulations, standards,
policies and procedures.
Processes requests for purchase orders; reviews for completeness and accuracy of information; researches vendors and price options;
verifies/assigns appropriate accounting codes and verifies availability of funds for each item; obtains appropriate managerial signature;
processes edits, voids, errors, corrections, or other changes to purchase orders.
Assigns/issues purchase order numbers; encumbers and posts purchase order data into general ledger; generates reports and balances
with general ledger postings; mails/faxes purchase orders to vendors; distributes copies and maintains files.
Maintains files/records of purchase orders, inventory records, and other purchasing activities; maintains backup documentation;
maintains emergency and sole-source purchase order files; follows-up on orders; resolves disputes.
Solicits quotations from appropriate vendors by telephone or fax for informal bidding process; evaluates quotations, makes
recommendations of lowest responsive/responsible bidder, and makes award.
Coordinates or, assists in coordination of bid process; advertises, publishes and publicly posts Invitation for Bid (IFB) or Request for
Proposal (RFP) announcements; assists as alternate point of contact for questions pertaining to bid prior to bid opening; expedites bidder
requests through user department; assists/mentors w/staff during pre-bid/pre-proposal conferences, public bid openings and recording
bid results on bid tabulation sheets; forwards bid packages and tabulation sheets to users for evaluation.
Provides administrative support to buyers; attends and assists buyers with public bid openings and mandatory pre-bid conferences;
records bids on bid tabulation sheets as results are read aloud by buyer; receives, date-stamps, and logs sealed bid packets.
Performs contract administration; monitors contract status reports and tracks expiration dates; initiates renewals.
Maintains and interprets contracts from other public agencies for use by customer/user departments; assists user departments in
determination of their requirements to ensure the procurement of the right product and/or service.
Receives, prepares or completes various forms, reports, correspondence, logs, purchase requests, purchase orders, requests for proposals,
invitations for bids, sealed bids, bidders’ applications, proposal packets, state/local contracts, purchasing records, product information,
catalogs, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains
Receives and processes incoming and outgoing mail.
Performs related tasks as required.
KNOWLEDGE, SKILLS, AND ABILITIES:
General knowledge of purchasing procedures, methods and practices; general knowledge of standard office procedures, practices and equipment;
knowledge of business English, spelling and punctuation; and accounting principles; ability to maintain financial records and to prepare reports
and statements; ability to make arithmetical computations quickly and accurately; ability to operate a variety of office and data processing
equipment; ability to follow instructions both verbally and written; ability to establish and maintain effective working relationships with
associates and the general public.
EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school, preferably with some accredited community
college coursework in purchasing or related field, and some office assistance experience.
This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires stooping, kneeling, reaching, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word
levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and
thoroughness of work, and observing general surroundings and activities; the worker is subject to inside and outside environmental conditions.
May be required, as need arises, to conduct field visits for projects including but not limited to off-site review of outside properties over
potentially uneven terrain, climbing ladders/rooftop or mechanical room inspections, all of which require travel to any and all County and School facility locations.
Fauquier County Human Resources