Purchasing Agent Iii - 64065021 1

Requisition No: 802465 

Agency: Department of Health

Working Title: PURCHASING AGENT III - 64065021 1

Position Number: 64065021 

Salary:  $35,588.80 (Includes a CAD of $1,268.80) 

Posting Closing Date: 05/23/2023 

Open Competitive Opportunity 

Specific Responsibilities:

This is Purchasing Agent III position, purchasing a wide variety of specialized and/ or unusual commodities and services including implementing technical or contractual policies and procedures. Evaluates and processes assigned purchasing requests for commodities and contractual services for the Palm Beach County Health Department (CHD) in accordance with laws, rules, policies, and procedures contained in the State of Florida's Purchasing Policy and applicable Department of Health's Operating Procedures. Work is performed under the supervision of the County Health Dept Financial Admin-HLTH. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols, and Procedures.  Confidential Data Sets Include: Social Security, Health, Clinical Information, Billing, and Epidemiology; Maternal & Child Health; HIV/AIDS, TB & STD Case Reporting and Surveillance; Vital Statistics; School Medical Records; WIC; Administrative; Environmental Public Health and Outreach; My Florida Market Place (MFMP).

Processes requisitions, purchase orders (PO), quotes and bids for the procurement of the Dental, Epidemiology, Safety, Environmental Scientific Equipment/supplies, membership dues/fees and educational/reference materials. Ensure purchasing principles of the Governor's One Florida Initiative are championed within the CHD. Factors to be considered in the evaluation of acceptable One Florida Performance including but not limited to, establish the One Florida "corporate culture" of awareness of vendor diversity in the procurement process within the CHD and increase of minority purchasing over the previous years. Receives and reviews all requisitions for accuracy and completeness. Verify appropriate organizational EO and OCA codes. Determine method of purchase from BIDS, state contracts and quotes. Reviews and verifies specified prices on all items. Prepare, review, and enter data into My Florida Market Place (MFMP), generating purchase orders. Maintain P-card purchasing Transaction Log for tracking of expenditures by level 4 for monthly P-card reconciliation purchases. Maintains logs of assigned annual purchase orders and works with field staff to assure renewals are in place.

Assists in solving routine problems and brings unusual problems and administrative matters to the supervisor’s attention. Assists in the planning of work procedures. Maintains vendor contracts/price quotations and issues purchase orders. Confers with department heads to determine unusual commodity needs in terms of quality, quantity, and type of equipment.

Maintains vendor mailing list of eligible vendors and solicits bid proposals from these companies. Prepares complex specifications, legal advertisements, formal bid invitations, contracts, and correspondence regarding purchasing matters of a highly technical or scientific nature. Screens requisitions, purchase orders, bids/contracts, and reports for accuracy and conformance with agency policies and regulations.

Purchases a variety of highly technical and scientific equipment and materials.

Prepare written correspondence under the direction of higher level purchasing and general services authorities to vendors, suppliers and County Health Office (CHO) liaisons relating to problems with orders and delivery of products. Correspond daily with vendors and suppliers, regarding price quotes and quantity discounts, including delivery fees and schedules of items. Receives and maintains price quote computations and categorical item price listings.

Process requisitions through My Florida Market Place (MFMP) or Purchasing Visa Credit Card to determine source of procurement including but not limited to, verifying correct price and quantity for budgetary reporting and control. Upon disbursement of purchase order requests, forwards receiving reports to originator or CHD receiving staff for anticipation of delivery.

Continually reviews purchases to identify problem areas, which impede the timely completion of requisitions/purchase order process and eliminate corrective actions or barriers. Reviews proposed competitive solicitations and recommended changes pursuant to applicable purchasing laws, rules and departmental policies and procedures.

Monitors and reviews purchase orders upon completion for discrepancies in billing, shipping and prompt receipt of merchandise. This involves coordination with CHD's receiving department, assuring accuracy of quantity received, documents and reports of damaged, missing items or incorrect items to vendor timely. In collaboration with Finance and Accounting staff, process and reconcile purchase card purchases. Prepares reports and performs other statistical analysis as required. Request fixed asset acquisition document for all items purchased for inventory control.

Assist the Purchasing Manager and Purchasing Specialist in invitations to BIDS on medical, dental and laboratory supplies/equipment, maintenance contracts and other services. Distributes bid invitations to vendors and reviews bids for acceptance based on cost, specifications and vendor service. Assist in the administrative preparation of BID openings.

Provide consultation and technical guidance to CHD staff in the administration and management of general services functions. Identifies potential problems and advises Purchasing Manager.

Performs other duties as assigned.

Knowledge, skills and abilities:

• Knowledge of the principles and practices of purchasing.
• Knowledge at an advanced level of state procurement rules, regulations, policies. practices and principle.
• Ability to read, analyze and interpret bids and quotes.
• Ability to negotiate best terms, pricing, and delivery based on specific budget and schedule requirements with suppliers, vendors and other representatives.
• Ability to communicate effectively both orally and in writing to a diverse audience.
• Ability to establish and maintain effective working relationships.
• Ability to plan, organize and prioritize work assignments.
• Skill at an intermediate level in Microsoft Office Suite applications
• Ability to utilize problem-solving techniques.
• Ability to maintain purchasing records.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

Other job-related requirements for this position:

• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.  Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
• Valid Driver’s License.

Working hours: (A) Daily from 8:00 to 5:00 (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)     

Where You Will Work:

800 Clematis Street

West Palm Beach, FL 33401

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.  Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.    

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.