2E23

PAY RANGE: 17

 

PROCUREMENT SPECIAL SERVICES OFFICER

 

GENERAL DEFINITION

 

            This is technical procurement work administering city-wide inventory control, surplus disposal, and inspection of purchased general commodities and services.  The employees in this class ensure conformity of inventory control and surplus disposal policies and procedures as well as City specifications and contractual agreements.  The employees in this class are responsible for training and assisting employees of operating departments in proper inventory control and inspectional methods, techniques and procedures, performing inspections when necessary and for expediting the tagging, disposal, transfer, or sale of surplus, obsolete, or unserviceable City-owned property.  Work also includes resolving a variety of problems involving the proper collection, management and reporting of inventory data, surplus property operations and inspection activities. Frequent contact with purchasing staff, other departments, and public and private companies is significant to the work.  Work is performed under the direction of an administrative superior.

 

ALLOCATING FACTORS:   (The following conditions must be met for a position to be allocated to this class.)

 

1.    Positions must be responsible for administering city-wide inventory control, surplus disposal and inspection of purchased general commodi­ties and services and property management of City-owned property.  

2.    Positions must have contact with City officials from other departments, and manufacturers and vendors to coordinate and arrange for the collection and reporting of inventory data; inspection of purchased commodities and services,  and the acquisition, storage, distribution, transfer and sale of City-owned property.

3.    Positions must be located in the City's central procurement agency.

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)    

 

            Administers a citywide effort of the location, inspection and transfer of surplus, obsolete or unserviceable City property and the inspection of City-purchased general commodities, services, materials, and supplies; receives notices from City agencies regarding surplus, obsolete or unserviceable City property on hand; inspects property and determines if surplus, obsolete or unserviceable; determines the appropriate method for the disposition of surplus property; arranges for the sale of disposable property.

            Coordinates inter-department transfers of surplus or useable materials to departments requesting acquisition of such materials; locates and analyzes markets for surplus, obsolete or unserviceable property by checking trade journals and other available resources; checks trade journals to determine current market prices and approximate value of items; analyzes market conditions to determine the timeline and nature of sale of property to maximize City revenue; ensures preparation of advertisements and brochures to attract prospective buyers; conducts outreach to departments to assist with the identification and sale of surplus, obsolete or unserviceable property.

Confers with operating department personnel performing inspectional work and visits delivery points to ensure that purchased materials, supplies, equipment and installations are inspected properly; instructs employees in the proper inspectional methods, techniques and procedures; performs inspections of City purchases when assistance is required; updates training manual on inspectional methods, techniques and procedures; conducts training seminars to educate employees on various aspects of the inspection process.  

Coordinates testing of delivered goods as well as bid samples prior to bid opening and bid awards; conducts routine inspections and coordinates laboratory testing of class 200, 300  and 400 items; compares purchased materials, supplies, equipment and installations against contractual agreements; receives rejection requests from operating department employees for equipment and installations that do not conform to specifications and contractual agreements; receives requests to investigate service contracts; prepares rejection notices for unacceptable City purchases and forwards such notices to suppliers; removes rejection notice after approved replacement or repair of merchan­dise or service; selects and notifies operating department staff about items to be inspected; aids in rewriting technical specifications.

Meets with vendors to discuss reasons for rejection of purchased materials, supplies, equipment, installations and services and to resolve problems in acquisition process; makes recommendations to vendors on the alteration and modification of materials, supplies and equipment to meet acceptable standards; makes recommenda­tions to staff and operating department personnel to update and clarify specifications; confers with purchasing staff in determining removal of vendors from the list of potential bidders; confers with investigators on suspected collusion evidence between City employees and vendors; performs inspections of vendors' stores facilities, manufactur­ing sites and equipment to ensure quality of purchased commodities.          

            Arranges for the auction of a variety of items, such as impounded or used City vehicles and scrap metals and other items; arranges for the preparation and distribution of bid invitations to all bidders; conducts sealed bids; coordinates the public opening of bids; recommends awarding of bids; oversees the removal of property by successful bidders.

            Prepares reports on bids received and sales activities conducted; maintains electronic files of inspection and disposal activities; prepares quantitative and statistical reports on sample studies and inspection activities performed, level of vendor compliance, rejected commodities and services and disposition of property; maintains and reviews the Procurement Sampling Project and Quality Control Project; maintains database tracking testing failures of vendors’ samples and rejections; makes recommendations for revisions to City supplies, materials, equipment and installation specifications; researches various professional journals as references in making specification revisions. 

            Produces annual inventory data for each department to locate and report class 400 inventories, transfers and equipment disposed; assists departments with inventory management and reporting; prepares annual reports to Finance and the Controller using class 300 and 400 inventory data provided by City agencies.

            Performs related work as required.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

 

KNOWLEDGE OF:

 

·         standards, practices, and techniques utilized in the inspection of various materials, supplies, equipment, and installations

·         procurement processes and related practices and methods

·         the market practices and pricing methods used in the disposal of a wide variety of unserviceable, obsolete or surplus materials

·         current market prices of scrap materials and precious metals

·         the methods and procedures used in the sale, transfer and exchange of surplus, obsolete and unserviceable property

·         the practices involved in the efficient and safe removal or transfer of heavy equipment and materials

·         the laws, rules, regulations and procedures concerned with revenue collections

 

·         the components and inspection of materials, supplies, equipment and services to ascertain their quality and conformity to City specifications

·         the tools and instruments used in inspectional methods and procedures

·         computer system operations and their applications to various databases, spreadsheets,  word processing applications and e-mail

 

SKILL IN:

 

·         interpersonal, oral and written communication

·         the examination of merchandise to determine whether items are surplus, obsolete or unserviceable

·         the examination of merchandise and services to detect defects or sub-standard quality

 

ABILITY TO:

 

·         develop and implement administrative procedures and operations for inventory control, inspections and property disposal and evaluate their efficiency and effectiveness

·         learn within a reasonable period of time, the Home Rule Charter Regulations, municipal ordinances, and other legal requirements governing the City’s procurement processes and practices and the inspection of City purchases and the sale of surplus, obsolete or unserviceable property owned by the City

·         maintain computerized records and prepare reports and correspondence

·         establish and maintain effective working relationships with City officials, associates, internal and external vendors, buyers and the general public

·         make arithmetic computations accurately and rapidly

·         identify a variety of materials and to estimate their weight on the basis and observation of scrap piles

·         learn the materials used in training sessions and the preparation of training

manuals and visual media

·         train and instruct others in proper methods, techniques and procedures utilized in

            the inspection of merchandise, supplies and services

·         observe inspection work performed to ascertain completeness and correctness

·         resolve problems and difficulties encountered by others in the inspection of merchandise

·         work independently

·         analyze and make appropriate recommendations regarding property disposal, vendor competence and/or contract specification

·         analyze and make appropriate recommendations regarding the Procurement Department’s testing programs

·         read and interpret specifications on materials, supplies, equipment, installations and services

·         enter and retrieve information and generate reports using the departmental database

·         use software applications to locate, track and report on inspection, inventory control and property disposal data

 

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE  (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 9/14.)

 

EDUCATION:

 

            Completion of the twelfth school grade.

 

AND

EXPERIENCE:

 

Option 1:

 

            Three years of inventory control technician experience which has included responsibility for a large and varied stores operation and providing for the disposal of surplus, obsolete or unserviceable materials and supplies.

 

OR

 

Option 2:

 

Three years of experience performing inspections of supplies, materials, or equipment to ensure compliance with contract or manufacturing specifications or three years of experience performing site testing of materials for conformance to quality standards. 

 

OR

 

            Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources, which has included completion of the twelfth school grade as an educational minimum and the specific experience.

 

PHYSICAL AND MEDICAL REQUIREMENTS

 

            Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

 

LICENSES, REGISTRATIONS AND/OR CERTIFICATES

 

            Possession of a valid proper class motor vehicle operator's license as issued by the Common­wealth of Pennsylvania prior to and during tenure of employment as a Procurement Special Services Officer.

 

Class Established:

CSC - 8/94

Ad. Board - 10/94

Spec. Revision:

CSC – 4/00

Ad. Board – 12/00

Latest Spec. Revision and Consolidation with 2E22:

CSC – 7/14

Ad. Board – 9/14

 

JL