Purchasing Administrator - EM-05

Plans, organizes, coordinates and administers the County's centralized purchasing program and execution of contracts for equipment, supplies and services required by all County departments and agencies in compliance with procurement laws and rules; provides guidance to operating departments on matters relating to procurement; develops, implements, and revised policies and standards to ensure compliance with pertinent laws and ordinances; and performs other related duties as required.

There is one (1) immediate temporary full-time vacancy not-to-exceed 12/04/2028 (noon) with the Department of Finance - Purchasing Division in Hilo.

(Appointment may be made at any rate within the salary range advertised above at which appropriate qualified applicants can be recruited. Starting salary will be based on the qualifications of the person selected.) 

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

• Plans, organizes, coordinates and administers the County's program of centralized purchasing and execution of contracts for equipment, supplies, and services and ensures compliance with procurement laws and rules.
• Manages the County’s requisition and purchase order system; certifies requisitions and purchase orders as to the proper application of purchasing and contracting laws and regulations.
• Manages and oversees the effectiveness of the County’s electronic bidding procurement system, evaluates the system and its features and ensures training and manages usage of the system among all County departments and agencies.
• Directs and oversees the work involved in the purchase of materials, supplies, equipment, and contractual services through negotiations, informal contracts, or purchase orders and/or formal competitive bids.
• Advises County departments and agencies on the appropriate modes of procurement, competitive sealed bids, competitive sealed proposals, professional services, sole source, exempt procurement from HRS 103D, emergency, and small purchases, and the requirements and procedures for each.
• Develops, reviews, analyzes and revises purchasing policies, procedures, and activities to ensure the County’s compliance with laws, ordinances, and other requirements governing expenditures of government funds and to ensure that operating needs are met economically.
• Provides guidance and assistance to departments on complex procurements; recommends language on requests for proposals and contracts; reviews proposals, specifications, and terms of contracts for purchases necessitating formal bid procedures.
• Oversees the public notice of bids, requests for professional services, requests for proposals, and contract awards to ensure compliance with laws and rules; reviews and evaluates bids and agreements and recommends award of contracts.
• Keeps up to date of changes to applicable polices, procedures, laws and regulations; recommends changes to policies and procedures as necessary; keeps employees informed of all applicable changes.
• Develops, analyzes, revises, and implements policies and procedures for quantity purchase of materials and supplies, for the review and control of procurement and contract activities, and for all related transactions.
• Manages and oversees the County’s purchasing card (PCard) program; develops, maintains, edits, and updates the related policies and procedures for the program, including the training and coordination with bank representatives.
• Develops and maintains positive working relationships with line agencies, vendors and their representatives, legal, technical, and accounting personnel, and the public.
• Maintains, edits, and updates the purchasing manual and other internal published policies, procedures, and guidelines; coordinates training for division staff and for County departmental procurement and clerical staff.
• Provides information and education for the public by directing activities for the promotion and development of interest among suppliers to bid on government contracts and for the development of new sources of supply.
• Directs work connected with the standardization of specifications; makes recommendations and serves on the Standardization Committee.
• Plans, organizes, coordinates, and administers an enforcement program to ensure that departments are complying with the various purchasing requirements.
• Serves as principal agent for the County to work with the State Procurement Office and other governmental agencies on matters relating to the procurement program.
• Serves as principal agent for the County in dealing with other governmental jurisdictions on procurement and surplus property matters.
• Serves as the primary resource to the Director of Finance, Mayor, and County Council on procurement matters; provides input on pending legislation affecting procurement; attends meetings and provides testimony as required.
• Participates in the resolution of protests on bidding and contracting problems.
• Assigns and supervises the work of subordinate staff which includes providing training; approving leaves of absence; conducting ongoing performance management; conducting job performance reviews; and making recommendations involving personnel actions such as hiring, promotions, transfers, disciplinary actions, etc.
• Prepares various operational reports. 
• Responsible for maintenance of various procurement records as required by law.
• Performs other related duties as assigned.

Training and Experience:  
A combination of education and experience substantially equivalent to:

• graduation from an accredited college or university with a baccalaureate degree (scan and attach a copy of your official college transcript to your application), and
• five (5) years of work experience in a government or a centralized corporate purchasing environment which involved responsibility for the procurement and contracting of goods, services, or construction through formal purchasing methods, such as invitations for bids or request for proposals, and
• two (2) years of experience in an administrative or supervisory capacity.

Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency. (Scan and attach a copy of your official credential evaluation report to your application.)

Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week. 

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application. 

Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of:  principles and practices of governmental procurement; applicable laws, ordinances, and regulations governing purchases, expenditure of funds, agreements, and sales contracts; different types of contracts and methods of award; purchasing principles and practices; principles and practices of analyzing and developing procurement systems, policies, standards, and procedures; principles and practices of supervision; and public relations.

Ability to:  direct, plan, organize, and coordinate the work of a central purchasing agency; plan, assign, and review the work of subordinates; review and control purchasing transactions and records; review contracts and agreements for propriety and legality; interpret laws, ordinances, and regulations and initiate and implement appropriate policies, procedures, and guidelines; establish and maintain effective working relationships with other employees, County officials, vendors, representatives from other departments and agencies, and the public; direct research and recommend changes in County procurement and supply methods and practices; develop and implement guidelines, policies, and procedures; write clearly and concisely; and speak effectively before groups.

Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping: Light

Benefits of County employment: The County of Hawai‘i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification, 
• professional licenses, and/or
• certificates.

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.

ELECTRONIC NOTIFICATION TO APPLICANTS:

Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner. Checking your NEOGOV account INBOX daily is recommended and is the most secure method to check on notices sent to you. This is a new feature created by our vendor, NEOGOV. 
 
Please add [email protected] to your contact list. Open your NEOGOV account using your user name and password. In the upper right hand corner of the account is your name, and under your name, click on INBOX to view all notices sent you. The notices will appear here in the INBOX even in the event you don't receive it on your cell phone, computer, or other electronic device. This is the best way to check and view all notices sent to you.

You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.

APPLICATIONS MUST BE FILED ONLINE AT:
https://www.governmentjobs.com/careers/countyhawaii
 
E-mail: [email protected]