Senior Purchasing Specialist: Fleet/Contracts

Posting number: 14.03392

Department: Purchasing

Job classification: PUR_Senior Purchasing Specialist - Fleet Purchasing and Contracts/Programs

Posting type: Open & Promotional

Categories: Purchasing

Summary

Reporting directly to the Deputy Purchasing Agent and a Purchasing Manager, responsible for performing advanced purchasing, contracts and programs tasks that support the daily operations of the Williamson County Purchasing Department.  Contributes to two divisions with shared duties for the Purchasing Department: Fleet Purchasing and Contracts and Programs.

Examples of duties

• Reviews and processes Requisitions and Purchase Orders per policy

• Performs various program audits and collaborates with Williamson County Auditor’s Office
• Performs various quality control measures for all contract documents
• Assures that anticipated expenditures are legal and properly authorized prior to encumbering funds and best value is achieved for purchases
• Analyzes high volume materials and services to determine the best sourcing strategy between competitive bid and cooperative purchasing methods
• Works with vendors/contractors to aid their understanding of the purchasing requirements for local governmental entities
• Prepares and administers complex and high dollar invitation for bid and request proposals, with minimal supervision
• Facilitates Proposal Evaluations with evaluation committees and vendor presentations
• Reviews and analyzes vendor award information and processes award recommendation for Commissioners Court award 
• Meets with departments on large purchases for fiscal year
• Serves as liaison for department heads on formal solicitation process
• Processes requisitions and approvals of purchase orders up to $100,000
• Research, reviews, and assists in the development of complex contracts, assures proper documentation is obtained and prepares for agenda item placement
• Processes sole source requests and prepares them for Commissioners Court placement
• Serves as primary contact for internal and external customers on solicitations and large purchase agreements during the solicitation process 
• Leads projects and trains new staff to department standards and quality expectations
• Administrates the purchasing system permissions process to align with policy for new hires and position changes for employees that need to issue and approve requisitions.
• Performs contract compliance by ensuring terms, legality and conditions are met  
• Assists in and coordinates contract development to include but not limited to new agreements, renewals, amendments, consent to assign and contract termination including defining requirements, negotiating, identifying objectives, and implementing guidelines and project regulations

• Assists in administering other county purchasing programs such as Amazon Business, Office Depot, and Procurement Cards

• Collaborates with the County’s Budget and Audit offices to ensure expenditures are properly authorized
• Assures purchases meet policies and compliance requirements implemented by federal, state, and local laws
• Maintains all electronic and physical purchasing files 
• Provides customer service to customers and staff via telephone, email or in person
• Attends all meetings and trainings, as required
• Performs special duties as assigned

• Reports directly to – Deputy Purchasing Agent and Purchasing Manager
• Direct Reports – No

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying
• Position involves safely operating a motor vehicle
• Position is in office and on premises

• Work is primarily indoors in an air-conditioned environment
• Travel between work sites, as required

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

The above statements are intended to describe the gener