Procurement and Supplies Assistant

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Procurement and Supplies Assistant Powered By Docstoc
					Washington State Department of Personnel
Class Specification



Responsible and accountable for the procurement of services, supplies, materials, parts and
equipment for an agency, institution or facility or on behalf of client agencies, institutions, colleges
and universities in accordance with state laws and requirements. Responsible and accountable for
supply management functions, including receipt, storage, issue, and transfer of materials and

Distinguishing Characteristics:

These positions have delegated authority to take independent action and to conduct highly complex
purchasing projects involving unique services and/or technical commodities purchasing. Activities
include developing specifications for large, complex or unusual procurement projects such as major
relocation projects, computer systems, and communication systems for which specifications involving
unique or customized material requirements, feature, or performance standards must be defined.

This level is expected to make sourcing decisions based on extensive knowledge of procurement
and supply practices.

These positions have authority to modify and adapt purchasing and supply management procedures
and/or processes to accommodate specialized or unusual acquisitions. Positions prepare and
develop original contract terms, evaluation criteria, analytical tools and procedures to assess and
ensure vendor contract performance and compliance. Coordinates purchasing activities with clients
to develop specifications and to resolve vendor performance problems.

Typical Work:

Performs market analysis and customer needs assessment studies to identify new contracting

Exercises authority to independently make decisions with significant fiscal impact;

Evaluates supply and equipment usage data; determines stock levels and economic order quantities;
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Determines appropriate course of action/procurement methodology, including but not limited to
competitive bids, sole source acquisitions, request for bid proposals or direct negotiations;

Monitors sustainability programs and develops strategies for improving sustainable practices;

Originates and chairs client committees and evaluates input relative to specification development and
contract award;

Originates and finalizes competitive solicitation documents for long term agreements and/or one time

Directs selection of interested and qualified vendors for bid distribution;

Conducts pre-bid conferences and provides direction to interested bidders;

Promotes Minority and Women Business Enterprise outreach programs;

Rejects bids that do not meet bid requirements;

Prepares and conducts individual and group training sessions;

Performs duties of Procurement and Supply Specialist 2;

Performs other work as required.

Knowledge and Abilities:

Knowledge of: Contract law, principles of negotiations, innovative contracting and procurement
techniques; supply management practices; research and market analysis techniques; effective
communications and interpersonal relations.

Ability to: Establish and maintain effective working relationships with suppliers, customers, fellow
employees and the public; apply life cycle management techniques; adapt rapidly to changing market
conditions and/or customer needs; effectively employ automated procurement systems; develop and
lead user committees that aid in development of contract specifications or contract dispute resolution;
prepare and interpret complex contract specifications and award criteria; analyze bids or proposals
submitted by suppliers and determine award; prepare and interpret procurement and contract
statistics and management reports; prepare and conduct individual and group training sessions.
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Legal Requirement(s):

There may be instances where individual positions must have additional licenses or certification. It is
the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each

Desirable Qualifications:

A Bachelor's degree in business administration, procurement, logistics, supply management or allied

One year of experience in large scale procurement, stock control, receipt, storage and issue
functions in either government or business.

Associate of Arts degree in business administration, procurement, or supply management or related
professional certification

Three years of full-time experience as a purchasing or supply professional.

Class Specification History
New class, consolidates 3122 Buyer III, 17690 Liquor Purchasing Agent Assistant, 3110 Purchasing
Manager A, 3111 Purchasing Manager B, 17610 State Procurement Officer 2, 77970 Supply Officer;
adopted May 10, 2007, effective July 1, 2007.

Description: Procurement and Supplies Assistant document sample