Position Summary:
Under the direction of the Fiscal Supervisor, the Procurement Expeditor performs tasks for efficient and effective operations with procurement objectives outline below. The incumbent must be able to perform multiple projects as required based on project size and complexity and be able to understand how procurement/expediting responsibility relates to internal functions as well as to the client and sub contract. The Procurement Expeditor will be expected to demonstrate a level of flexibility in their work schedule to achieve the demands of capital project deadlines. The incumbent will work collaboratively with the Purchasing Department, architects, contractors, vendors, various internal departmental managers and various school personnel.
Duties and Responsibilities:
- Provides full management of the overall direction and guidance to the day-to-day operations, problem solving and decision-making, regarding the acquisition and installation of FF&E (Furniture Fixture & Equipment);
- Tracks purchases and close-out of FF&E purchase orders for the all new construction and renovation capital projects, according to Prince George’s County Public Schools curricula;
- Coordinates and oversees FF&E moves and related activities;
- Assists in the development of FF&E schedules;
- Coordinates activities with departmental staff;
- Provides follow-up for overdue and incorrect deliveries, including the review of backorders;
- Works jointly with Accounts Payable for reclassifications of requisitions and purchase orders, including blanket orders for operational efficiency and optimal performance and payment to vendors;
- Reviews and closes all open orders more than 120 days old;
- Provides assistance for resolution of vendor issues and updates to vendor records;
- Contacts vendors and shippers to ensure that merchandise, supplies and equipment are forwarded on specific shipping date;
- Communicates with transportation companies to preclude delays in transit;
- Works collaboratively with various department supervisors to develop and maintain FF&E material of instruction templates to include quantity of items, dimensions and any other specific requirements;
- Reviews latest architectural drawings;
- Creates and designs FF&E layouts for all areas of a school building, including general classrooms and other specialized areas;
- Assists in the development of capital projects itemized FF&E budgets by category object for all project types;
- Works collaboratively with team members to ensure accountability and timeliness of FF&E purchases;
- Obtains vendor quotes for all FF&E purchases to include detailed cost estimates;
- Responds to any vendor inquiries as it pertains to goods ordered, delivery of goods, discontinued goods, goods on back order, etc.;
- Manages the payment of all vendors in a timely fashion upon verification of all obligations being met by the vendor;
- Ensures all FF&E encumbrances are liquidated and any unused balances cancelled; and
- Performs other duties as assigned.
Qualifications:
- Must have direct purchasing , procurement, vendor service inventory work experience or equivalent payables/purchasing experience;
- Ability to manage multiple short and long term tasks with limited supervision and direction;
- Ability to communicate effectively, both orally and written;
- Ability to establish and maintain cooperative and effective working relationships with others;
- Ability to contribute and work cooperatively in a team environment with our internal and external customers;
- Extensive organizational skills and the ability to provide and maintain accurate data;
- Ability to analyze situations accurately and adopt an effective course of action;
- Ability to prioritize and organize tasks effectively and efficiently in a fast paced environment;
- Experience in Oracle Financial System including through knowledge on iProcurement and iSupplier;
- In-depth knowledge of PGCPS Oracle SSP and Inventory Order Management with SSP order reconciliation and closeout; and
- Excellent computer skills including MS Word and MS Excel.
Education and/or Experience Requirements:
Completion of a standard high school course, supplemented by college level courses in purchasing, accounting, business or public administration; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Must have a minimum of three (3) years of direct purchasing, procurement, vendor services or inventory work experience or equivalent payables/purchasing experience.
Certification:
None required.
Supervisory Responsibilities:
No direct supervisory responsibilities.
Physical Demands:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
None.
