Supervises the purchasing and procuring of supplies, equipment, and services for a State agency, and oversees the warehouse and storage activities.

The duties involve responsibility for the procurement of all supplies and equipment, negotiating contractual services, and supervising the storage and inventory of materials in a warehouse of a State agency or institution; or serving as first assistant to the Purchase and Stores Director, wherein responsibility exists for the purchasing of materials and supplies for several major departments, such as buildings and grounds, food service, housekeeping, and hospital units. Sources of supply are maintained and frequent contacts are made with vendors to obtain bid quotations, and/or department heads in the development of item specifications. Determinations are made, in conjunction with a warehouse or storeroom supervisor, on proper storage of materials and supplies for easy inventory, and according to safe storage requirements, such as with volatile items, vermin destruction of food staples, and ventilation needs. Responsibility also exists for maintaining current inventories and for verifying stock supplies against inventory records through periodic physical inventories. Considerable independence is allowed in the routine procurement of supplies and equipment, but the work must be coordinated and in conformance with the standards of the Department of Purchases and Supply, thus requiring frequent contacts to obtain approval on large item purchases. Positions at this level frequently involve responsibility for the awarding of purchase contracts according to vendor bids on items peculiar to the agency. Considerable latitude is permitted in the daily procurement and purchase activities, and in the maintenance of inventory records, but supervision is available from a higher-level administrator.

Examples of duties characteristic of positions in this class:

1. Reviews requisitions for completeness and determines proper methods of procurement.

 

2. Makes direct purchases on items peculiar to the agency concerned and on emergency purchases in accordance with State policy and procedures on obtaining bids and awarding purchase orders; develops reliable sources of supplies, reviews and accepts or rejects bids, and justifies the action taken.

 

3. Supervises the agency storerooms and/or warehouse storming of such items as maintenance supplies, food supplies, books, office supplies, and clothing.

 

4. Supervises clerical personnel in the maintenance of inventory records and in preparation of requisitions for the purchase of supplies through the Department of Purchases and Supply.

 

5. Prepares contracts from specifications for supplies and services purchased in that manner; consults with vendors and/or agency department heads in the development of item specifications.

 

6. Supervises the agency’s property transfer and disposal program in accordance wealth regulations of the State Surplus Property Office; maintains inventory of equipment assigned to the various units of the agency.

 

7. May inspect the work of a tailor shop that alters and repairs uniforms to insure that work is in accordance with specifications.

 

8. May maintain records of the operation of a fleet of vehicles; notifies operators when vehicles require servicing.

Completion of a standard high school course and five years of administrative experience in the purchase, production, manufacture, processing, storing, or selling of a variety of commodities. At least three years of this experience must have been in volume parches and property control and storage of a variety of commodities. Additional education related to the duties of the position may be substituted on an equivalent tine basis.

Considerable knowledge of the practices and procedures used in the manufacture, storage, sale, and distribution of a variety of commodities; ability to determine usefulness of various items and to make substitutions; ability to organize and supervise the work of a staff of employees, standardize procedures, and to deal effectively with requisitioning units and the general public.