CLASSIFICATION SPECIFICATION CLASS SUMMARY:

Overview:
Under the general supervision of the Procurement Supervisor, a purchasing representative plays a vital role in the agency by purchasing/procuring products and services that are needed for staff to effectively perform their jobs and ensure the agency is compliant with purchasing policies and procedures of both ASDB and the State of Arizona and the Arizona Procurement Code.
 
Essential duties include:
Receive and review requisition requests by agency departments for accuracy and completeness.
Work with the department to obtain and refine specifications if needed
Work with vendors to obtain quotes and ETA of product or service delivery
Work with the Budget Team regarding budget code or encumbrances
Enter complete requisitions in APP or utilize P-CardOrder processing and tracking
Order processing and tracking
Work with vendors regarding order issues, invoicing issues, etc.
Create receipts in the app
Create change orders
Work with the warehouse on delivery instructions
Work with the Accounts Payable department regarding order issues, receipt creation, and invoice processing.
Reconcile, prepare, and submit agency P-Card packet(s) to the P-Card Specialist every month.
Regular review of open purchase orders
End-of-Year process for the purchasing department
Helps to prepare data for procurement reporting
Provides purchasing support during times of extended absences or position vacancies
Other duties as assigned
 
TRAINING AND EXPERIENCE:
High School Diploma or GED
1 year of an administrative support position
Centralized purchasing or high-volume purchasing experience (preferred)
 LICENSING/CERTIFICATION REQUIREMENTS:

Must be able to pass FBI and State background check or Fingerprint Clearance Card as required by policy or Statute
Defensive Driver Training Program to be completed by all agency personnel who drive on State business
 
KNOWLEDGE OF:
Policies, procedures, and programs of the immediate work unit
Principles and practices of administration and management
Procurement practices and procedures
Policies, procedures, and programs of the immediate work unit
Principles and practices of administration and management
Agency or program rules, regulations, and operating procedures
State procedures, policies, and practices for procurement of supplies, equipment, and services
Arizona Procurement Code
Governmental contracts and lease agreements
Wide range of standard commodities and products
Sourcing of materials and services
Accounting practices and principles
The State of Arizona Procurement Portal (APP)
 
DEMONSTRATED SKILL/ABILITY TO:
Effective communication with all levels of employees and vendors
Time management
Organization
Research, analyze, and interpret financial data
Apply a logical thought process necessary for problem-solving and decision-making
Research and reconcile documents with automated systems
Organize and prioritize
Attention to detail and accuracy
Interpret regulations related to purchasing
Work independently
Establish and maintain professional, courteous, and effective relationships with internal and external customers or vendors

BENEFITS 
Benefit-eligible employees have a variety of choices for medical, dental, vision, short-term disability, supplemental, and dependent life insurance.  Offered plans provide exceptional value to our employees and their eligible dependents.   Employees have 31 days from the effective date of hire to elect coverage.  Elected benefits could start as early as 2 weeks after hire. 

Benefit-eligible employees are automatically covered for basic life, non-smokers, accidental death and dismemberment, and seat belt insurance. 

Benefit-eligible employees are automatically enrolled in the State’s retirement plan and long-term disability (LTD) program.  Enrollment is mandatory and is subject to a 26-week waiting period before initial enrollment.  Employees may also choose to participate in a deferred compensation program to take advantage of tax-deferred retirement investments.  Benefit Options also offer Employee Self-Service, Wellness, Tuition Discount, Travel Reduction, Auto & Home Insurance, and Purchase Discount Programs. 

CONTACT INFORMATION

For more information, contact the Recruiter at: HumanResources.Recruitment@asdb.az.gov
Persons with a disability may request a reasonable accommodation, such as a sign language interpreter or an alternative format, by contacting the Recruiter. Requests should be made as early as possible to allow time to arrange the accommodation.
 
Arizona State Government is an EOE/ADA Reasonable Accommodation Employer.