Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES, MEMPHIS MENTAL HEALTH INSTITUTE, SHELBY COUNTY

Minimum Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree.

OR

Graduation from an accredited college with an associate degree and two years of increasingly responsible procurement related work.

OR

Education equivalent to graduation from a standard high school and four years of increasingly responsible procurement related work.

Substitution of Experience for Education: Additional qualifying experience may be substituted for the required education on a year-for-year basis.

Substitution of Education for Experience: Additional course work from an accredited college or university may be substituted for the required experience on a year-for-year basis.

Other Requirements

Necessary Special Qualifications: None.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Job Overview

Summary: Under general supervision, is responsible for procurement work of average difficulty; performs related work as required.

Distinguishing Features: This is the entry class in the Procurement Officer sub-series. An employee in this class is responsible for purchasing, issuing, and storing materials, supplies, and equipment at an institution or assists in the procurement duties for a department or major section. This class differs from that of Procurement Officer 2 in that an incumbent of the latter is responsible for work of greater scope and complexity.

Work Activities

Evaluating Information to Determine Compliance with Standards:

• Analyzes all purchases to ensure they meet all departmental, state, and federal guidelines and justifies purchases through documentation.

Guiding, Directing, and Motivating Subordinates:

• Directs the work of clerical and other staff as assigned.

Interacting With Computers:

• Writes product specifications for use in bidding competitively with vendors for supplies, equipment, and services.
• Prepares requisitions and purchase orders for supplies and equipment for state government use.
• Conducts research in order to locate vendors and make product comparisons.
• Proficiently uses Microsoft Office applications to document orders and communicate with others.
• Manages time and leave for subordinates and self.

Resolving Conflicts and Negotiating with Others:

• Communicates with vendors and staff to resolve discrepancies, disputes, and grievances.

Making Decisions and Solving Problems:

• Locates or identifies ordering errors and chooses the best solution to address the issue.

Monitor Processes, Materials, or Surroundings:

• Prepares service contracts and screens purchase orders for accuracy and proper justification.
• Receives supplies and follows up on late shipments with suppliers to determine causes.
• Monitors payments and invoices to ensure vendors receive payment as per payment terms.

Analyzing Data or Information:

• Analyzes all purchases to find more cost efficient options.

Communicating with Persons outside the Organization:

• Contacts vendors for required information, documentation, and procedures and serves as a liaison between the department, General Services, and vendors.
• Contacts vendors to solicit bids for purchases of supplies and equipment.

Monitoring and Controlling Resources:

• Communicates with the fiscal division for accounting purposes and maintains purchase records for inventory control.

Documenting/Recording Information:

• Prepares a variety of records and reports such as letters to vendors, purchase orders, service contracts, and other operating records and reports.
• Maintains current and accurate inventories of supplies and equipment to ensure the best use of state resources and tags state property as needed.

Scheduling Work and Activities:

• Prioritizes and follows through on assigned tasks to ensure the highest priority is completed first.

Updating and Using Relevant Knowledge:

• Monitors all contract periods for updates and expirations in order to ensure correct procedures are followed.
• Monitors agency term contracts so as to have a new requisition in place to ensure continuity of goods and services.
• Keeps updated on policy changes and revisions as they occur.
• Researches catalogs, the internet, and trade magazines for product specifications and price information in order to best allocate state resources.

Establishing and Maintaining Interpersonal Relationships:

• Establishes good working relationships and rapport with vendors.

Communicating with Supervisors, Peers, or Subordinates:

• Continually communicates with staff throughout the state to ensure all areas of the procurement process are accurate and completed.
• Attends trainings and meetings regularly in order to meet area goals.

Handling and Moving Objects:

• Reviews orders and may be involved in the physical receiving of purchased items in order to ensure accuracy and condition of the shipment.

Performing General Physical Activities:

• May be required to walk, stoop, and lift supplies and carry to destination.

Operating Vehicles, Mechanized Devices, or Equipment:

• Uses a state vehicle to conduct site visits, pick up purchases, and attend training for procurement purposes.

Competencies (KSA'S)

Competencies: Knowledge:
Skills:
Abilities:

Tools and Equipment Used

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.