Purchasing Agent Iii

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Requisition No:870872

Agency:
Department of Health

Working Title:

PURCHASING AGENT III -

The Bureau of Vital Statistics provides for the statewide registration of all Florida vital record events, which includes all Florida births, deaths, fetal deaths, marriages, and divorces. The bureau issues more than 2.8 million certified copies annually. A centralized database allows all 67 counties to issue birth certifications, 1850 to present: death and fetal certifications, 2009 to present. Marriages, and divorces, 1927 to present, are available for certification from the state office.

The bureau maintains more than 22½ million vital records. The bureau produces routine and special analysis and reports of vital statistics data; provides policy, procedure and monitoring of 67 county local registrars of vital statistics; 118 birthing hospitals; funeral directors, medical examiners and certifying practitioners; and numerous tax collector offices, in accordance with Chapter 382 Florida Statutes and Chapter 64V, Florida Administrative Code.

Provides analysis and research on various business and administrative matters in the Administrative Services Unit necessary to the operation of the Bureau of Vital Statistics (BVS). Performs work assignments that require working independently, make decisions and obtaining solutions. Represents BVS and the while negotiating/renegotiating the purchase of goods and terms for services with vendors, suppliers and other representatives with government or the public in carrying out assignments for the BVS.

Reviews unit requests for supplies, materials, equipment, and various services. Provides support in preparing specifications, solicits quotes from vendors and prepares purchase requests for service maintenance agreements, and various types of commodities, office equipment, printing, general services needed for business and administrative operations. Coordinate’s repair and maintenance needs for office equipment.

The employee works with BVS staff, County Health Department staff and vendor/courier under contract to maintain a high concern for quality for the work they produce while adhering to the confidential and secure use of the safety paper. Ensure staff is following procedures on ordering paper, logging in requests, assigning paper, organizing all shipments with vendor to each region bi-annually with recommendations for adjustments needed to reconcile efficiency to confidentiality and identify opportunities to maximize budget and other security resources within the scope of the BVS’s responsibilities.

As well as monitoring the vendor/courier on contracted delivery of safety paper for invoicing.

The employee will initiate and process purchase orders (P.O.) for the BVS. The employee receives and submits invoices and coordinates all entries for the BVS. The employee prepares, enter, and manage requisitions. The employee processes specifications, quotes, etc., so processing purchase orders, invoicing and entries, requisitions and quotes are prepared and submitted obtaining a P.O. from requests of Section Administrators. Maintains automated files and records of purchase orders/requisitions for tracking purchases, receipt, and disbursement information for accounts payables.

Prepares change orders for Purchasing and Disbursement as required.

Coordinates all minor construction and maintenance projects of the BVS facility with the maintenance supervisor to ensure that each building is properly maintained, and employees have a comfortable, functional and safe work environment.

Coordinates the janitorial services with the custodial supervisor/contractor to ensure that the cleaning schedule is being followed in accordance with the current agreements and that the buildings are properly cleaned.

Coordinates the security services with the security supervisor/contractor to ensure that the safety and security of the clients and employees is maintained.

Performs other related duties and special…