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Purchasing Services Coordinator I (#MAGD01)
$27,870.00 Yearly Min / $34,838.00 Yearly Mid / $41,806.00 Yearly Max


Purchasing Services Coordinator II (#MAGD02)
$31,912.00 Yearly Min / $39,890.00 Yearly Mid / $47,868.00 Yearly Max


Purchasing Services Administrator (#MAGD03)
$44,755.00 Yearly Min / $55,944.00 Yearly Mid / $67,133.00 Yearly Max




Description of Occupational Work

This class series uses three levels in the Administrative Services occupational group, Supply, Procurement and Contracting occupational series and describes purchasing services work for state agencies; coordinating the procurement of goods and services which includes writing bid specifications and recommending contract awards; issuing purchase orders, change and emergency orders; expediting orders and doing follow-ups. 

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class.  Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
  • Reviews requisitions and purchase orders for completeness and accuracy; contacts user to obtain additional information as required.
     
  • Determines whether items to be purchased are on contract, require either formal or informal bidding or may be obtained by phone or from a catalog.
     
  • Writes specifications for bids, has them advertised, printed and sent to appropriate vendors; evaluates bids received for conformity to bid specifications and compliance with governing laws, rules and regulations; tabulates and submits a recommendation of award.
     
  • Ensures prompt and complete deliveries; investigates problems and complaints from vendors (users) concerning late delivery, price discrepancies, poor quality or defective merchandise; initiates change orders and cancellations as required. 
     
  • Interviews vendor representatives for new and improved products, services and marketing conditions.
     
  • Maintains files on open purchase orders and correspondence, vendor lists, product catalogs and contract awards.
     
  • Attends meetings and seminars concerned with specification revisions, standardization and product evaluation.
     
  • May supervise clerical personnel.

Levels of Work

Purchasing Services Coordinator I

This is the first level providing purchasing services for a state agency.

  • Reports to a technical supervisor.
  • Performs the full range of Essential Functions.
  • Reviews and coordinates the procurement of goods and services among agency facilities, units and/or divisions.
  • Contacts include vendors, users and agency personnel to obtain or clarify information, resolve product or service complaints, and to evaluate new and improved products, services and marketing conditions.   

Purchasing Services Coordinator II

This is the second level providing purchasing services on behalf of multiple state agencies centralized under one agency’s contract(s).

  • Identifies and coordinates the needs of multiple state agencies for a common product or service. 
  • Consolidates the requirements for a product in order to issue a single contract, saving time and money.
  • Interprets state and federal bid laws and department policies to agency personnel and vendors.
  • Acts as liaison between divisions and departments statewide to ensure all procurement timelines are met and resolve discrepancies and complaints on behalf of multiple agency users.
  • Contacts are with department directors, agency management outside the department to confer and advise on the resolution of problems.

Purchasing Services Administrator

This is the administrative level providing procurement services by coordinating the purchasing activities of an entire department.

  • Reports to an administrative superior.
  • Supervises Purchasing Services Coordinators and support personnel.
  • Researches, plans, develops and coordinates purchasing policies and procedures for a department, consistent with state and federal bid laws, regulations and departmental policies.
  • Develops training for purchasing personnel.
  • Negotiates large contracts.
  • Resolves major disputes with vendors.
  • Establishes and recommends standards for all goods and services.
  • Researches and develops sources of new/improved products.
  • Develops, reviews and updates the department's procurement manual.
  • Writes monthly, quarterly and annual management reports.
  • May supervise other support services such as mail, printing, inventory control and the disposal of surplus property.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
  • Knowledge of the principles and practices of purchasing.
  • Knowledge of markets, marketing practices and pricing methods.
  • Knowledge of applicable laws, rules and regulations concerning procurements.
  • Knowledge of sources of supply for standard, new and improved products.
  • Knowledge of the composition of product specifications.
  • Skill in preparing requests for quotations and bids.
  • Skill in evaluating product requisitions for accuracy and completeness.
  • Ability to restrict purchases to budgeting limitations or agency allotments.
  • Ability to negotiate contract terms and conditions with vendors.
  • Ability to resolve contract disputes.
  • Ability to coordinate purchasing services within assigned area.

In addition to the above knowledge, skills and abilities, the Purchasing Services Coordinator II requires:

  • Knowledge of standard, new or improved products in assigned areas.
  • Skill in consolidating requirements in order to save time and money.
  • Skill in interpreting, applying and explaining applicable laws, rules, regulations, standards, policies, and procedures concerning procurement.
  • Ability to identify and coordinate the needs of multiple state agencies for a common product or service, consolidated under a single contract.

In addition to the above knowledge, skills and abilities, the Purchasing Services Administrator requires:

  • Knowledge of large scale centralized purchasing methods and procedures.
  • Knowledge of the laws, rules and regulations governing the purchase of products for the state.
  • Knowledge of the best sources for parts and service.
  • Knowledge of accounts payable procedure.
  • Knowledge of the techniques of effective negotiations.
  • Knowledge of the composition of product specifications, advertisements for bids and contract awards.
  • Knowledge of good office management.
  • Knowledge of training methodology.
  • Skill in negotiation.
  • Skill in analyzing bids and specifications.
  • Skill in researching, planning, developing, evaluating and coordinating purchasing policies and procedures.
  • Skill to recognize potential problems and take corrective action.
  • Skill to supervise, evaluate and motivate employees.
  • Skill to resolve disputes with vendors.
  • Skill in conducting meetings and making presentations.
  • Skill in report writing.
  • Ability to understand contract law.
  • Ability to establish an effective relationship with vendors and agency personnel.

 

Job Requirements

JOB REQUIREMENTS for Purchasing Services Coordinator I
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

 

 

  1. Six months experience in applying laws, rules, regulations, standards, policies and procedures.
  2. Six months experience in procurement services which includes purchasing goods and services in accordance with procurement procedures and contract specifications. 

CLASS:
MAGD01
EST:
7/1/1987
REV:
7/1/2013
FORMERLY JOB CLASS:
MAGZ07

CLASS:
MAGD02
EST:
7/1/2013
REV:

CLASS:
MAGD03
EST:
7/1/1987
REV:
7/1/2013
FORMERLY JOB CLASS:
MAGZ08