Services Online

This position performs highly responsible work with limited supervision, specializing in the purchase of a variety of commodities, service, supplies, and equipment for Orange County. Work involves communicating with department staff, vendors and other Orange County divisions including Finance and Procurement on purchasing, receiving, shipping, invoicing problems and reviewing requisitions. This role will also prepare delivery orders, request for proposals, conduct market sourcing research review and process payment packages, and resolve problems with vendors to include validating vendor receipts and invoices.

Work is performed with considerable independence under the supervision of a designated department supervisor or manager. Performance is reviewed through observations, reports and results achieved.

• Validates receipts/invoices from vendors for accuracy and reflecting ordering information. Reviews invoices and completeness of associated backup documentation in processing of payment packages to submit to Finance. Maintains electronic file copies of vendor orders and key support documentation.
• Prepares and processes purchase requisitions, delivery orders and procurement card orders for materials, services, and supplies from a contract or most economical source. Reviews documentation and inputs requisitions and delivery orders into the Advantage Financial System.
• Enters receiver transactions for all goods received at the warehouse and combines with vendor invoice and backup documentation for assembly of complete payment packages through the upgraded paperless Advantage Financial System.
• Communicates with assigned vendor accounts regarding new and existing orders, invoicing, backup documentation, monthly statements, and overall account status.
• Reviews and interprets purchase requests to ensure they are within scope of awarded contracts. Also reviews vendor price quotes of products/services to ensure they are within scope of awarded contracts and match internal purchase requests. Initiates and expedites requests for new vendor setup in Advantage Financial System.
• Reviews Open Purchase Order report monthly to verify accuracy of vendor invoice, missing invoice, and payment status. Runs other purchasing or accounts payable related reports in WebFocus.
• Attends and participates in pre-bid, contract kickoff and vendor meetings as required. Assists with vendor payment dispute resolution as needed.
• Assists or obtains price quotes for non-contract purchases from a variety of sources including vendors, websites, and catalogs. Performs research for goods and services and potential sources for purchase. Contacts vendors for availability and delivery schedules. Ensures all quotes and paperwork are in compliance with Orange County policies.
• May assist in absence of supervisor.
• Distributes incoming invoices and logs incoming orders.
• Performs other related duties as assigned.

Bachelor's degree from an accredited institution in Supply Chain Management, Business Administration, or a closely related field and two (2) years of experience in business development, monitoring and evaluating compliance with contracts and services or other closely related experience. In lieu of the degree requirements, additional relevant experience may be substituted on a year-for-year basis.

Experience with using Advantage or other similar financial system.

Experience with Microsoft Office Suite and internet navigation.

Knowledge of County or Government purchasing and contract procedures.

Two years of experience with County year-end closeout procedures.

Excellent customer service skills.