SUPERVISOR PROCUREMENT UNIT

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under the direction of a manager, supervises the centralized procurement operations servicing several large divisions in the performance of highly complex professional work including specification development, bid preparation, evaluation, recommendation, quality assurance, and execution of contract awards in a central procurement environment; does related work.

Examples of work

Supervises or analyzes product or procurement history data and makes recommendations regarding appropriate methods for accomplishing effective purchases and cost savings where applicable. Analyzes technical information accompanying bids to determine specification compliance. If necessary, request assistance for product testing and inspection. Reviews practices, methods, and activities to evaluate their application, efficiency, effectiveness, and suitability to current procurement conditions, costs, and objectives and makes appropriate recommendations. Coordinates all phases of the inventory control system including surplus property and stores operations in the distribution center and provides recommendations to the supervisor for necessary changes. Reviews and/or prepares clear, technical, accurate, and detailed reports and correspondence. Supervises procurement in the purchase of all materials, supplies, equipment, and services essential to the ongoing operations. Performs professional work including specification development, bid preparation, evaluation, recommendation, quality assurance, and execution of contract requirements in a centralized procurement system to ensure the ongoing operations of the division and its satellites. Reviews and directs purchase authorization. Analyzes purchase requisitions, checking descriptions, specifications, and inventories to determine their accuracy and adequacy, and consults with the department internal and bureaus to adjust possible discrepancies and make recommendations for adjustments to eliminate these discrepancies in the future. Supervises and coordinates subordinates in the performance of their duties. Distributes purchase requisitions to subordinates according to their difficulty and ensure adequate processing. Interviews and corresponds with vendors, business representatives, and contractors to obtain information for the development of specifications for the purchase of commodities and/or the resolution of complaints. Supervises the evaluation of bids and quotations to determine most responsible bidders and makes recommendations based on these determinations. Analyzes trade journals, catalogs, directories, and other technical materials with respect to specifications and division needs for specific commodities. Supervises the preparation of proposals for bidding on items to be purchased to ensure compliance with Department of Treasury rules and regulations. Ensures emergency purchases are handled promptly and in accordance with existing Purchase and Accounting Bureau regulations. Supervises the preparation of necessary purchasing documents by support staff members to ensure that they are in accordance with New Jersey statutes and Purchase rules and regulations. Examines sample of items to determine compliance with specifications or standards; suggests substitute item when desirable. Supervises the receipt and review of formal agency complaints with regard to unsatisfactory products, deliveries, services, or nonconformance with specifications. Meets with vendor representatives to resolve about reference discrepancies. Supervises the preparation of complex commodity specifications for submission to Treasury for the establishment of various non-existent term contracts. Directs the preparation of statistical reports relative to purchasing and appropriations. Develops lists of prospective bidders. Ensures maintenance of records and files including personal, purchasing, correspondence, and accounting data. Provides instruction to technical and clerical staff in the performance of their duties. Makes recommendations to division staff on the appropriate handling of vendor invoices to ensure payments are warranted and service and/or complaints have been satisfied. Plans, organizes, and assigns the work of the organizational unit and evaluates employees performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates. Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

License

Appointees will be required to possess a driver's license valid in NJ only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

Knowledge of the laws, regulations, policies, and procedures relating to the operation of a centralized procurement agency. Knowledge of the techniques and procedures essential to procurement through competitive bidding. Knowledge of investigative and procurement techniques, research methodology, and operations analysis. Knowledge of the applications of a management information system. Knowledge of fiscal planning factors as they relate to centralized purchasing and budget preparation. Knowledge of modern inventory control methods. Knowledge of organizational staffing techniques and available training programs, and their application to employees and productivity. Knowledge of basic source materials relating to qualities and standards established for varied types of equipment, materials, supplies, machines, and commodities and their application to specific procurement problems. Knowledge of the applications of a management information system. Knowledge of available training programs, and their application to employees and productivity. Knowledge of fiscal planning factors relevant to centralized purchasing and budget preparation. Knowledge of investigative and procurement techniques and the principles of authority, responsibility, report ability, and accountability. Ability to analyze complex data, to include accounting and purchasing information, operations research data, and computer information. Ability to research and analyze specifications and bids for the purchase of various commodities. Ability to organize assigned field, office, and other purchasing work for a large service organization and develop effective work methods in accordance with prescribed procedures. Ability to develop and implement bureau policies and procedures. Ability to identify, gathers, and interprets economic facts and trends as they related to centralized purchasing. Ability to organize and chair committees and/or meetings. Ability to relate and apply sound business practices to the procurement process. Ability to plan procurement programs and establishes necessary priorities. Ability to create and maintain an effective relationship with associates supervisors, and other individuals. Ability to prepare complex reports and/or correspondence. Ability to learn the laws, regulations, policies, standard procedures of the Purchase Bureau. Ability to learn the many services and commodities purchased for all agencies. Ability to supervises and maintains reports and/or correspondence. Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible. This job specification is applicable to the following title code(s) which are different work week or work month and/or variants of the job class title: Job Spec Code State, Local or Common Class of Service Work Week State Class Code Local Class Code Salary Range

Note

The examples of work for this title are for illustrative purpose only. A particular position using this title may not perform all duties listed in this job specification. Conversely all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Eight (8) years of professional experience in the purchase of commodities, materials, equipment, and/or supplies, one (1) year of which shall have been in a supervisory capacity. OR Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, one (1) year of which shall have been in a supervisory capacity. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions. SC3528N/AS27- This job specification is for government use only. Salary range is only applicable to state government. Local salaries are established by individual local jurisdictions. 9/24/2011