The incumbent performs duties to ensure the court is supplied with the materials, equipment, and services to function optimally. This individual will assist in performing administrative and technical work related to procurement, day-to-day building management issues, and space and facilities projects.
Must be a high school graduate or equivalent with at least two years progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the knowledge and skills needed to perform the duties of the position. For placement at a salary level above minimum, must have at least one year of specialized experience that is in, or closely related to, the work of the position and which has demonstrated the particular knowledge, skills, and abilities to successfully perform the duties of the position and involves the routine use of automated software and keyboarding for word processing, data entry and report generation. Specialized Experience: Specialized experience includes responsibilities that provided knowledge of rules, regulations, procedures, and practices of procurement administration, and involved the routine use of automated procurement systems and applications. Preferred Qualifications: Knowledge of procurement procedures, guidelines, policies, practices, and protocols used within the court to include a demonstrated ability to prepare and maintain purchase orders and other similar documents, negotiating terms and conditions of service and contracts with vendors. Knowledge of federal and general governmental procurement policies and procedures to include the ability to conduct in-depth research, analyze options, and manage complex procurement and financial issues. Detail oriented. Excellent interpersonal skills. Excellent oral and written communication skills and professional demeanor. Environmental Demands: Work is normally performed in an office setting. Frequent lifting of boxes and moving of equipment. Candidate must be able to lift a minimum of 30 lbs. Some travel may be required.
Assess requests for goods and services, ensuring they are allowable under limitations, restrictions, and policies. Verify that accounts have funds available for items being purchased. Prepare spreadsheets and maintain databases to track certain expenditures. Procure authorized supplies, equipment, services, and furnishings from government and non-government sources through new contracts, competitive bids, or existing government contracts. Utilize an automated system to track purchases. Recommend cyclical replacement of equipment. Adhere to the Guide to Judiciary Policy regarding procurement program policies, procedures, and practices. Adhere to the court's internal control procedures and separation of duty practices. Review, evaluate, and verify accuracy of invoices and forward for payment. Identify and maintain lists of vendors and sources of supply for goods and services. Assist in the research and evaluation of suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities, as well as their reputation and history. Draft specifications, solicitations, and requests for qualifications/proposals. Research products and equipment. Draft product/equipment specifications. Assist in obtaining and reviewing competitive bids, quotes, and proposals from vendors and contractors. Discuss evaluations and review with requesters, subject matter experts, and management. Serve as a technical liaison between the contractor and the contracting office. Assist in the negotiation with vendors for the best price over contracted services and purchases. Evaluate and monitor contract performance to ensure compliance with contracted obligations. Assist with clarifying contract requirements and resolving any conflicts. Make travel reservations and prepare travel documentation. Assist with cash-out reconciliation and prepare the deposit. Assist in writing and/or revising operating procedures for procurement management. Monitor and oversee space and facilities project work. Assess, document, prioritize, and respond to project problems. Attend or participate in project or construction meetings. Monitor, coordinate, and react to day-to-day facilities management issues, which may involve structures, building systems, technology, grounds, and security. Maintain files related to facilities management, space planning, and space and facilities projects. Maintain key box and master key list. Distribute building and office keys to applicable staff. Perform other duties as assigned.