POSITION DESCRIPTION

Position Title:

Procurement / Property Control Specialist

FLSA Status:  Exempt

Reports to:             

Director of Procurement

Department:

Procurement

Date Prepared:

January 2006

BASIC FUNCTION

This is a full time twelve-month position.  This is  technical and specialized work in volume purchasing of equipment, material and supplies and Property Control.  Work involves detailed duties in the requisitioning and purchase of supplies and equipment. Work is performed under the general supervision of an administrative superior.  It requires the use of independent judgement and initative in the receipt of bids or quotations, the checking of bills and invoices against specifications. The position also involves the routine work in executing physical inventories of College property, marking capital items, searching for lost items, and surplus property.  Performance of these duties requires knowledge of State, Regents, and University purchasing policy and procedure and the property control policy and procedure.   

NATURE & SCOPE

Receives, examines, and processes requisitions; prepares documents related to purchase of supplies, materials, and equipment; prepares State requisitions or locates source of supply and place orders with appropriate bidder(s).

Compares costs and evaluates the quality and suitability of supplies, materials, and equipment.

Interviews and corresponds with vendors.

Confers with and assists officials of all departments to determine purchasing needs and specifications.

Corresponds with State entities to ensure College  needs are handled expeditiously

Maintains records on purchase price information and obtains quotations on open market purchases.

Maintains documentation and records of inventory on file.  Performs physical inventory and locates missing materials and equipment.  Records surplus and salvaged items for inventory files.

Updates College Departments of regulations and policies regarding inventory and purchasing procedures.

Performs related work as required.

PRINCIPAL ACCOUNTABILITIES

Ø       Ensures that the purchasing laws of the State of Georgia and the rules and regulations of the College and the University System of Georgia are followed.

Ø       Prepares and encumbers purchase orders for the People Soft Accounting System

Ø       Coordinates, instructs, and advises departmental contacts on the procedures for conducting annual inventories.  Executes inventory of supplies, materials, and equipment on campus

Ø       Responsible for the destruction, surplus, and location of Capital Assets and other property.

Ø       Prepares inventory reports

Ø       Maintains purchase order logs, receives, examines and processes requisitions, and prepares the necessary documents related to the purchase of supplies, material, and equipment.

Ø       Directs the payment of invoices with the proper purchase requests

Ø       Manages the interfacing and updating of asset information from payables into asset management module.

Ø       Assists with bids and construction contracts

Ø       Maintains current knowledge of new regulations concerning Federal and State property guidelines. Insures institutional personnel are informed of property guidelines.

BUDGETARY RESPONSIBILITIES

Not involved in any budget decisions

SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED

This position requires a Bachelor’s Degree, or 3 years experience in an Educational or Governmental buying environment is required , or to be a Certified Professional Public Buyer.  Prior knowledge of State purchasing regulations and the People Soft Accounting System is desirable. Considerable knowledge of laws and policies relating to the disposal and deposition of Institutional surplus property.  Considerable knowledge of inventory methods and procedures. Ability to maintain accurate records. This position also requires: computer skills, excellent organizational skills and communication skills (oral and written).