Purchasing Services Coordinator/Administrative Division

New Castle County (statewide responsibility for all 3 counties)

Recruitment #041224-MUAA20-150100

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Introduction

Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State. In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion. Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more.

Summary Statement

The Delaware Department of Justice seeks a Purchasing Services Coordinator to join the Operations Unit in the Administrative Division.  This position reports directly to the Director of Operations in the Executive Offices in New Castle County and is the first point of contact for ordering and purchasing all Department supplies, office equipment and office furniture for all three counties.  The incumbent is responsible for ordering, receiving, storing and issuing office materials, equipment and supplies.  The incumbent conducts a needs assessment, checks invoices for accuracy and fills requisitions for supplies and distributes the supplies.  The incumbent is required to be an effective liaison with approved State vendors and to ensure purchases are within budget restraints.  The incumbent manages the maintenance and tracking of the Department’s fleet vehicles and liaises with OMB Fleet.  The incumbent will also oversee any facility related needs including office moves and assist the Director with projects.

**the anticipated start date for this position is May 20, 2024**

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class.  Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

• Reviews requisitions and purchase orders for completeness and accuracy; contacts user to obtain additional information as required.
 
• Determines whether items to be purchased are on contract, require either formal or informal bidding or may be obtained by phone or from a catalog.
 
• Writes specifications for bids, has them advertised, printed and sent to appropriate vendors; evaluates bids received for conformity to bid specifications and compliance with governing laws, rules and regulations; tabulates and submits a recommendation of award.
 
• Ensures prompt and complete deliveries; investigates problems and complaints from vendors (users) concerning late delivery, price discrepancies, poor quality or defective merchandise; initiates change orders and cancellations as required. 
 
• Interviews vendor representatives for new and improved products, services and marketing conditions.
 
• Maintains files on open purchase orders and correspondence, vendor lists, product catalogs and contract awards.
 
• Attends meetings and seminars concerned with specification revisions, standardization and product evaluation.

• Oversees the Agency Fleet including inventory tracking, purchasing, insurance issues and servicing.

• Supervise mail/courier program and personnel.



Job Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  • One year experience in procurement services which includes purchasing goods and services in accordance with procurement procedures and contract specifications.
  • Six months experience in contract management and control which includes ensuring compliance with the terms of contracts, investigating and resolving contract disputes, and negotiating changes with vendors.
  • Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
  • Knowledge of computer data entry.
  • Knowledge of inventory practices and procedures.
  • Ability to calculate and record cost of items for billing purposes.
  • Ability to operate equipment such as a handcart to transport supplies.
  • Must have a valid driver’s license as incumbent must have ability to travel between New Castle, Sussex and Kent counties.


Additional Posting Information

  • This position is exempt from the State of Delaware Merit System.
  • Please be sure to attach a resume as part of the completed application.

Conditions of Hire

  • Criminal background check: A satisfactory criminal background check is required as a condition of hire.
  • Direct deposit of paychecks is required as a condition of hire.
  • Applicants must be legally authorized to work in the United States.

Benefits

  • May be eligible Loan forgiveness (State and Federal)
  • State of Delaware healthcare plan
  • State of Delaware pension plan
  • Over 4 weeks of vacation per year
  • 3 weeks of paid sick leave per year
  • 12 weeks of paid parental leave


To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.