Purchasing Assistant

The State of Connecticut Department of Transportation (DOT) invites qualified applicants to apply for the position of Purchasing Assistant in the Fuel Control Unit located at 660 Brook Street, Rocky Hill, CT. This position is full time, Monday through Friday, 7:30 a.m. to 4:00 p.m.

The position is responsible for the Department’s motor vehicle fuel operations. The responsibilities include procurement, scheduled deliveries, inventory control, and monthly billings. Duties also include recording fuel deliveries into the Department’s FuelMaster system, monthly inventory reconciliation, and budget monitoring.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum and Preferred Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Applicants must include a resume within the "Resume Tab" of their application. Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

This posting MAY require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Direct questions pertaining to this recruitment to jennifer.brame@ct.gov. Reference #31374.

In the Department of Administrative Services, Procurement Division or other state agency this class is accountable for independently processing routine purchase requests while assisting in the overall preparation and processing of purchase requisitions for equipment, services and materials.

Purchasing:
Prepare and process purchase requisitions for the Department’s motor vehicle fuel operations; create and maintain purchase orders for each contract awarded vendor and fuel type (unleaded and diesel), annual service agreement, and related commodities in accordance with contract terms and conditions; track and maintain the $10+ million annual fuel budget; monitor and perform the necessary purchase order commitment adjustments between each contract awarded vendors and fuel type, as applicable to respond to fuel level requirements; manages all vendor billing discrepancies and inquiries; research and resolve delivery and invoicing discrepancies and process receivers for payment to contracted vendor and process change orders to purchase orders as required.

Fuel Control:
Review daily fuel order requests from fuel station attendants to ensure correct product and quantities are ordered; process daily fuel orders from DOT and other state agencies (OSA) fuel stations, input daily fuel deliveries into the Department’s FuelMaster database; sort, review and reconcile approximately 152 monthly fuel inventory reports (Gas-19) from each fuel tank located throughout the 76 fuel stations statewide; track fuel withdrawals and inventory levels to monitor for potential tank leaks or incursions and ensure compliance with DEEP regulations; compare fuel station’s reported inventory levels against FuelMaster system’s inventory balances and reconcile discrepancies accordingly; process reports through the FuelMaster database; research, maintain and monitor fuel usage; monitor and update FuelMaster database as needed to ensure accurate information is maintained; program, track and distribute fuel prokees to DOT and OSA employees; review, prepare and process monthly fuel bills to OSA; review vendor invoices for accurate unit pricing, quantity, type of fuel; monitor DAS fuel price index for daily price fluctuation; track and maintain daily fuel price history for future projections and monthly billing purposes; provide customer service to internal and external users; conduct daily fuel station download of fuel consumption transactions to update the FuelMaster database for all DOT and OSA fuel stations: review daily downloads to identify any failures or download issues and process manual downloads when necessary, coordinate fuel station repairs with Department Fuel Repair Unit.

Knowledge of state purchasing procedures and regulations; knowledge of office systems and procedures; some knowledge of purchasing principles and procedures for large organizations; some knowledge of inventory control procedures; interpersonal skills; oral and written communication skills.

Four (4) years of clerical work involving purchasing or procurement.

Two (2) years of the General Experience must have been at a technical or complex clerical level. For state employees this is defined as at the level of Office Assistant or Financial Clerk.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months' experience to a maximum of two (2) years.

• Considerable knowledge and experience in fuel control operations;
• Knowledge and experience of CoreCT purchasing and eProcurement modules;
• Proficient in Microsoft Excel and Word;
• Excellent written, oral, customer service and organizational skills;
• Ability to work independently.

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.