Procurement Specialist

Full Job Description

The Procurement Specialist performs procurement activities to ensure the Court of Appeals is supplied with necessary materials, equipment, and services.

The position coordinates purchases in compliance with judiciary policies, procedures, and internal controls; processes purchase orders; maintains vendor relationships; tracks deliveries; and ensures proper documentation of all procurement activities.

The Procurement Specialist reports directly to the Procurement Supervisor. Specialized Experience CL 25 ($56,478 - $69,923)*: Entry-level position.

Candidates must possess at least one (1) year of specialized experience that provided the opportunity to acquire knowledge of rules, regulations, and terminology in at least one but preferably two or more of the functional areas of procurement management such as supplier sourcing, contract management, purchase order management, and vendor relations management.

Alternatively, candidates may qualify by completing a bachelor's degree in accounting, finance, business administration or other related field from an accredited college or university and superior academic achievement as listed below.

CL 26 ($62,212 - $77,771)*: Candidates must possess at least two (2) years of progressively responsible specialized experience that provided knowledge of rules, regulations, and terminology in at least one but preferably two or more of the functional areas of procurement management supplier sourcing, contract management, purchase order management, and vendor relations management.

One year of specialized experience may be substituted by a bachelor's degree in accounting, finance, business administration or a related field from an accredited college or university and superior academic achievement as listed below.

CL 27 ($68,346 - $85,447)*: Candidates must possess at least four (4) years of progressively responsible specialized experience that provided knowledge of rules, regulations, and terminology in at least one but preferably two or more of the functional areas of procurement management supplier sourcing, contract management, purchase order management, and vendor relations management.

One year of specialized experience may be substituted by a bachelor's degree in accounting, finance, business administration or a related field from an accredited college or university and superior academic achievement as listed below.

*Starting salary range Full Pay Scale Superior Academic Achievement An overall "B" grade point average equaling 2.90 or better of a possible 4.0; AND/OR Standing in the upper third of the class; AND/OR "3.5" average or better in the major field of study, such as in accounting, finance, business administration, or a related field that would prepare a candidate well to perform in this position; AND/OR Election to membership in Phi Beta Kappa, Sigma XI, or one of the National Honorary Scholastic Societies meeting the minimum requirements of the Association of College Honor Societies, other than Freshman Honor Societies.

Completion of one academic year (18 semester or 27 quarter hours) of graduate study at an accredited college or university.

A degree program in accounting, finance, business administration, or a related field is preferred.

Required Competencies Knowledge of and experience using automated financial management and procurement systems.

Demonstrated proficiency in procurement record-keeping, completing procurement forms, preparing procurement documents (e.g., requests for information, requests for quotation, requests for proposal, and statements of work) and proposal evaluation.

Ability to work independently and to set priorities across multiple assignments, as well as to work cooperatively in a team environment.

Knowledge of and experience using SharePoint Online, Microsoft Office 365, and Adobe Acrobat.

Preferred Qualifications A bachelor's degree from an accredited college or university in accounting, finance, or related field.

Prior experience in federal judiciary or government procurement operations. Familiarity with federal judiciary procurement systems and procedures. Knowledge of federal appropriations law and practices.

Major Duties:

Representative duties are intended to illustrate the major duties and responsibilities that are performed by this position.

Representative duties may be adjusted, and additional duties may be added, based on the operational needs of the court.

Responsibilities of the Procurement Specialist may include but will not be limited to: Contracting and Procurement Management: Serve as a contracting officer responsible for primarily purchasing consumable and automation supplies, equipment, and services.

Process purchase orders for goods and services from government and non-government sources using the judiciary's financial management system.

Coordinate with court financial staff to verify authorization and availability of funds prior to processing purchase requests.

Develop and maintain tracking systems for funds commitments, obligations, and expenditures. Track and process subscription renewals, cancellations, and transfers.

Review and process travel authorizations, obligate travel funds, and approval central court travel requests.

Vendor and Contract Management: Identify, evaluate, and maintain lists of vendors and sources of supply for goods and services.

Research and evaluate suppliers based on price, quality, selection, service reliability, and compliance with federal procurement requirements.

Coordinate with selected vendors on supply and delivery of purchased items. Track delivery of goods and services, following up on outstanding orders to ensure timely receipt.

Assist with contract administration, including clarifying requirements, resolving conflicts, and monitoring vendor performance. Plan and coordinate time and delivery of purchases.

Negotiate with vendors for optimal pricing on contracted services and purchases.

Records Management and Reporting: Maintain comprehensive procurement documentation in compliance with judiciary and local record retention requirements and audit standards.

Prepare procurement reports for management review. Reconcile financial accounts related to procurement activities. Ensure separation of duty practices in procurement activities.

Support internal and external audits by providing required access to information to auditors including access to financial records, files, policies, and procedures.

Cooperate with auditors to demonstrate full accountability, efficient use of judiciary resources, and compliance with all requirements.

Maintain confidentiality and information security and standards for all procurement records containing sensitive pricing, court, or vendor information, including adhering to confidentiality and security requirements during the solicitation process.

General Responsibilities: Communicate and respond to requests from judges, chambers staff, and management about financial management, travel, and procurement activities.

Communicate clearly and effectively, both orally and in writing, to explain financial and travel management concepts to individuals and groups with varying experience and backgrounds.

Interact effectively with vendors and staff, providing good customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures.

Prepare required reports and gather the appropriate documentation. Assist in developing, implementing, and maintaining written procedures for assigned functions.

Comply with and maintain awareness of the Guide to Judiciary Policy, applicable Administrative Office of the U.S.

Courts' policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements.

Demonstrate sound ethics and good judgment.