Purchasing/Grants Coordinator - Ware County Government : Job Details

EQUAL OPPORTUNITY EMPLOYERDRUG FREE WORKPLACEJOB TITLE: Purchasing/Grants CoordinatorDEPARTMENT: Purchasing, Ware CountyJOB SUMMARY: This position is responsible for assisting with the procurement process for the county by processing requisitions, grants and administer the purchasing card program.MAJOR DUTIES:• Issues requisitions for non-stock items in a computerized accounting system and verifies the quality/quantity of goods and services received.• Gets appropriate approval from department supervisor for item purchased.• Assembles paperwork including requisitions, invoice and shipping receipt for submission for payment.• Maintains vendor files/information in purchasing system.• Resolves any open requisitions issued to county departments on daily/weekly basis.• Maintains requisitions and document files.• Review, and submit grant proposals and provide technical assistance to project operators regarding responsibilities related to grant requirements.• Answers the telephone, provides general information and takes messages for personnel.• Assists with the work of other departmental staff as needed.KNOWLEDGE REQUIRED BY THE POSITION:• Knowledge of county purchasing policies, state purchasing laws.• Knowledge of purchasing methods and procedures, including buying, inspection, storage and shipping methods.• Knowledge of supply sources and market/price trends.• Knowledge of modern office practices, equipment and procedures.• Knowledge of computerized systems for the maintenance of financial and inventory records.• Knowledge of general accounting and bookkeeping practices and record maintenance.• Knowledge of inventory control methods and practices.• Knowledge of all aspects of the grant process.• Skill and accuracy in mathematical computation.• Skill and accuracy in using computers, standard business applications software,and other equipment.• Skill and accuracy and clarity in oral and written communication.SUPERVISORY CONTROLS: The Finance Supervisor assigns work in terms of general instructions and specific tasks. Completed work is spot-checked for accuracy and the nature and propriety of the results.GUIDELINES: Includes standard bookkeeping practices, knowledge of the county purchasing policies, and county policies and procedures. These guidelines require accuracy, judgment, selection and interpretation in application.COMPLEXITY: This position requires a high degree of accuracy, the ability to work independently at times and be able to prioritize work, the ability to follow procedures and the ability to present work in a professional, organized, and timely manner. Inaccurate paperwork complicates the work and is unacceptable.SCOPE AND EFFECT: The purpose of this position is to assist with the procurement function and grant processes for the county. Successful performance helps ensure that an adequate stock of equipment and supplies is available for personnel and that related business records are maintained accurately.PERSONAL CONTACTS: Contacts are typically with co-workers, other county employees, vendors, and general public.PURPOSE OF CONTACTS: Contacts are typically to exchange information, resolve problems, and provide services.PHYSICAL DEMANDS: The work is typically performed with the employee sitting at a desk with intermittent standing, walking, bending, crouching, or stooping. The employee must frequently lift light objects. Be able to distinguish between shades of color.WORK ENVIRONMENT: The work is typically performed in an office/stockroom environment.SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position has no direct supervisory responsibility.MINIMUM QUALIFICATIONS:• Knowledge and level of competency commonly associated with the completion of a high school diploma and one to three years purchasing experience.• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent and with a high level of skill and accuracy.• Sufficient experience to understand the basic principles relevant to the major duties of this position.• Experience in use of computer related software.• Ability to communicate with outside vendors and other personnel in an effective manner.