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Works as part of the Support Services Division in the resource management section. Works an eight-hour day, Monday through Friday, 8:00 a.m. to 4:30 p.m. Overtime may be required during inclement weather conditions, major events, or increased workload. Under general supervision, the materials management specialist III will assist with the acquisition and receipt of mission-critical supplies in direct support of Fairfax County Fire and Rescue operations. Performs a variety of professional-level administrative, technical, and analytical duties to ensure department supply chain integrity, including:
Researches on material specifications, vendor capabilities, commodity trends, and industry best practices
Evaluates goods delivery and distribution, purchase order and contract payment terms, and the overall budget impact of daily purchases.
Initiates shopping carts through the FOCUS procurement module
Monitors the status of purchase orders and assists the DPMM contract specialist to ensure accurate and expedient processing and authorization of requisite procurement documents
Develops and maintains productive vendor relationships to ensure that the department’s needs and requirements are continuously relayed to and acknowledged by the vendor in a timely and accurate manner
Maintains the proper administration of assigned material contract requirements; monitors vendor performance, contract expiration dates, and the overall provisions governing the agreement’s application in day-to-day procurement operations.
Serves as the primary liaison to the Logistics Distribution Center to ensure all goods are appropriately received and in proper condition as specified in the purchase order
Processes all material documents in FOCUS to execute timely and accurate invoice payments
inquires with the county’s central finance to research and correct any delayed payments
Assists purchasing and accounts payable team members with the management of the department’s clothing and supply shop
Operates in a civilian support staff capacity, the appointee will provide valuable public safety reinforcement by sourcing and supplying essential materials, goods, and services through traditional and special procurement avenues.
The appointee is expected to become a subject matter expert regarding unique fire safety and fire prevention materials.
By following department procedures, the appointee will review both manual and electronic purchase requests, determine order appropriateness and viability, and fulfil requirements by utilizing procurement mechanisms as expeditiously as possible without compromising supply chain integrity or circumventing county policies.
Illustrative Duties
(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
Places orders for stock/supply replenishment;
Researches and develops specifications and standards for the procurement of non-standard equipment, parts, materials and services and ensures that such items meet or exceed established specifications;
Determines most economical supply source and selects the appropriate procurement/purchasing method;
Utilizes purchasing application software, procurement cards, vendor online catalog and state contracts to generate purchase orders;
Contacts vendors to expedite and coordinate deliveries and resolve discrepancies;
Processes invoices for payment and enters invoices in Accounts Payable application software;
Researches and/or solicits vendor prices and availability quotes;
Reviews relevant purchasing contracts and participates in the review of bids and recommendations for contract awards and changes;
Evaluates and monitors vendor contract performance and resolves problems with vendor;
Manages contracts and reports discrepancies with Department of Purchasing and Supply Management;
Develops specifications and assist with IFB process;
Maintains detailed purchasing, receiving and issue records using FOCUS.
Required Knowledge Skills and Abilities
(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge of supply procedures and requirements;
Knowledge of procurement methods and procedures;
Knowledge of purchasing contract practices and procedures;
Ability to develop supply requirements;
Ability to compare and analyze costs and specifications;
Ability to prepare technical specifications and to analyze and evaluate bids;
Ability to use sound judgment in making decisions;
Ability to communicate in writing and orally;
Ability to operate a personal computer and an automated purchasing/inventory management system;
Ability to work with and evaluate the effectiveness of purchasing contracts;
Ability to establish and maintain effective interpersonal relationships;
Ability to perform tasks that include lifting, stooping, bending, and working in tiring and uncomfortable positions.
Employment Standards
MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to high school graduation or a GED issued by a state department of education, plus four years of inventory, purchasing, accounts payable or material storage operations experience.
PREFERRED QUALIFICATIONS:
Excellent work ethic and values-based initiative. Possession of strong critical thinking/analysis and problem-solving skills. Ability to build team-based, collaborative relationships.
Demonstrated ability to communicate effectively with employees at all levels. Eagerness to learn materials and develop professional skills. Experience with purchasing and accounts payable information systems (FOCUS). Experience with developing and leveraging effective business processes to ensure timely and accurate procurement and accounts payable transaction reporting and oversight. Experience with managing county procurement cards. Experience with the Commonwealth of Virginia’s e-Procurement portal, eVA. Strong verbal and written communication skills.
CERTIFICATES AND LICENSES REQUIRED:
None.
NECESSARY SPECIAL REQUIREMENTS:
All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.
The appointee to this position will be required to complete a criminal background check, sanctions screenings, and credit check to the satisfaction of the employer.
PHYSICAL REQUIREMENTS:
Ability to operate keyboard driven equipment and the ability to move from one workstation to another. All duties may be performed with or without reasonable accommodations.
SELECTION PROCEDURE:
Panel interview; may include exercise.
Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.
Merit PositionsFairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following: Medical/Vision/Dental Insurance Coverage Group Term Life Insurance Long Term Disability LiveWell Program Flexible Spending Programs Paid Leave (annual, sick, parental, volunteer activity, and more!) Paid Holidays Contributory Retirement Plan Deferred Compensation Employee Assistance Program Employees’ Child Care Center Commuter Benefit Program Continuous Learning OpportunitiesNOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
