Shire Jobs

POSITION SUMMARY:

Responsible for performing central purchasing functions pursuant to all legal, policy and procedural requirements and within limits established by the Board of Commissioners which shall include but not be limited to the County of Berks Budget. These functions include the more complex and technical tasks of Invitation to Bid preparation and administration and preparing and reviewing product specifications. The position will include compilation and administration of Request for Proposals as needed. In addition, performs general procurement tasks including review of requisitions for accuracy, sourcing, soliciting quotations, price analysis, and procurement of goods and services. Work requires frequent contact with vendors and department representatives. This position will supervise purchasing staff daily, including the supervision of the procurement of a wide variety of commodities and services at the discretion and direction of the Director. Duties are usually performed with considerable independence under the supervision of the Director.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Prepare documents, advertise, and administer Invitations to Bid (ITB), Request for Proposals and Surplus Sales as assigned. Analyzes vendors' bids and makes recommendations to the Director to award contracts as the result of the public bidding process.
• Procure the more complex and technical goods and services required by the County, in a cost-effective manner and within the parameters of established regulations and procedures, determining whether to seek alternate supplier sources and/or competitive price quotes. The tasks shall also include procurement negotiation as applicable and competitive analysis of such requests, i.e., lease vs. buy etc. 
• Standardize specifications among multi-department users of similar items providing County with benefits of economies of scale. This shall include but not be limited to; maintaining and updating the county wide copier maintenance and replacement plan and procurement costs of such and provide a five-year capital plan for such to Budget and Finance.
• Management of a staff that includes guidance and work direction to the Buyers; assists with the development and training of the Buyers. This includes but is not limited to review of work product (purchase orders, Invitations to Bid etc.) and performance evaluation.
• Prepare high level Requests for Quotes (RFQ) and obtains vendor quotations.  Evaluates quotations using price comparison methods; calculates the effects of transportation, minimum orders, discounts, and lead times; and identifies the responsive, responsible vendor providing the lowest cost quotation.
• Draft or assist in the drafting of lower level complexity contracts and negotiates the terms and scope to create a final contract that is acceptable to both parties. Interfaces with the Contract Manager and Director for guidance and direction in negotiating terms different from the County's standards.
• Execute departmental objectives and strategic plan. This shall include monitoring and ensuring deadlines for projects and solicitations are met or exceeded. 
• Review draft purchase orders submitted by the buyers.
• Review and provide comment on documentation and communications required for ITB packages prepared by buyers, this shall include all required documentation that is part of the solicitation process. 
• Participate in Department of Emergency Services exercises as required for procurement activities. 
• Review sole source requests, identifying need for alternative suppliers.
• Maintain professional liaisons with sales agents and vendors to stay up to date on new products and product specifications. 
• Research market to find new suppliers of goods and services used by the County.
• Responsible for the day-to- ay management of the County of Berks Procurement Card program as assigned by the Director.
• Participates in the Berks County Cooperative Purchasing Council (BCCPC), the Southeastern Pennsylvania Counties Cooperative Purchasing Board (SPCCPB), and the Pennsylvania Public Purchasing Association (PAPPA) as required.
• Responsible for select assigned Director and/or department staff responsibilities in the absence of the Director and/or respective department.
• Responsible for projects as assigned by the Director.

MINIMUM EDUCATION AND EXPERIENCE:

• Bachelor's degree in business or public administration OR at least 10 years of equivalent experience.
• Minimum of five recent years' experience in public procurement with an organization procuring at least $50 million annually and having at least 20 user departments.  Purchasing experience must have included preparing and administering Invitations to Bid and Request for Proposals.
• Certified Professional Public Buyer (CPPB) designation issued by the Universal Public Purchasing Certification Council (UPPCC) or other equivalent professional certification preferred.
• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of public procurement procedures, best practices, and regulations.
• Working knowledge of contract law, contract language and Article 2 of the Uniform Commercial Code, and commercial insurance.
• Ability to read and interpret laws and regulations and apply requirements to public procurement.
• Ability and willingness to communicate with tact and diplomacy and to establish and maintain cooperative and effective working relationships with internal and external customers, co-workers, supervisors, elected officials, other agencies and the general public.
• Ability and willingness to procure without prejudice, seeking to obtain the maximum, ultimate value for each dollar of expenditure.
• Ability and willingness to speak, understand, read and write English, knowledge and understanding of writing and grammar, and ability to perform basic and analytical arithmetic computations.
• Ability and willingness to use good judgment in decision-making and to adhere to the highest ethical standard while performing purchasing functions.
• Working knowledge in using PCs as well as Microsoft Office products (Excel and Word), and the Internet.
• Excellent oral and written communication skills.
• Ability and willingness to multi-task in a stressful environment and set priorities and meet deadlines.
• Decision-making, analytical, and problem-solving skills.
• Organized, self-motivated, detail-oriented, and able to work independently.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Ability to speak and hear by telephone and in person at least 8 hours per day. While performing the duties of this position, the incumbent will frequently be required to sit for extended periods of time, stand, walk, talk or hear, and work with office equipment and work with electronic media which can create eye strain. Visual acuity to read written and numerical materials. Occasionally, the employee will be required to lift or carry standard archive size box of files up to 45 lbs.

WORKING ENVIRONMENT:

Normal working environment. Position requires periodic travel to satellite Coun