Purchasing Agent
Government of the District of Columbia - Washington, DC

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Area of Consideration: Child and Family Services Agency (CFSA)
Administration: Facilities Management Administration

"Pay Plan, Series & Grade: DS-1105-09

Opening date: November 6, 2013

Closing Date: November 20, 2013

Tour of Duty: 8:15 A.M. To 4:45 P.M.
Evening hours and weekends, as required

Area of Consideration: Open to the Public

Duration of Appointment: Permanent (Full-Time)

Salary Range: $46,707-$60,135

Collective Bargaining Unit (AFSCME): This position is in the collective bargaining unit represented by AFSCME, Local 2401 and you may be required to pay an agency service fee through direct payroll deduction.

Duties

Brief Description of Duties:

Works as a Purchasing Agent in Facilities Management, Office of the Deputy Director for Administration, Child and Family Services Agency (CFSA), responsible for monitoring the budget and tracking expenditures for the Facilities Management Administration. Facilitates the acquisition of supplies, services, or lease of services by using the Purchasing Automated Software System (PASS). Maintains budget records, central procurement records and tracking systems.

Receives and processes all requests for equipment, supplies, and services for CFSA. Acts as a liaison between end-users, managers and the contracting office to establish and communicate purchasing requirements to vendors in order to obtain the most cost effective pricing for the agency. Items may include common supplies available off-the-shelf, items that are manufactured to order, complex equipment, and/or specialized services. Suppliers may be local or non-local retailers, distributors, wholesalers, or manufacturers.

Maintains a computer database of supplies frequently requested. Prepares statements of work through the use of a computerized database system. Ensures that the proper purchasing description, pricing, quantities and shipping locations are identified. Advises customers on the status of purchase requests.

Conducts invoice and auditing analysis of vendor bills and agency spending to confirm accuracy and compliance. Obtains the correct budget codes and commodity codes for the encumbrance of services and/or supplies.

Checks commercial and online catalogs, contract files, and listings of firms offering particular goods. Ensures that LSDB and GSA are identified prior to utilizing outside vendor sources in effort to maintain compliance with District of Columbia procurement policies and procedures.

Prepares scope of work statements as attachments to electronic requisitions in the PASS system. Prepares supporting procurement documents for approval by Supervisors, Administrators, and the Budget and Contract Office.

Monitors Memorandum of Understanding (MOU) agreements and District service providers to ensure services and billing invoices are accurate. Maintains vendor records to include purchase orders, contract modifications, payment certifications, contract memorandums and contract performance records.

Reconciles expenditures and coordinates budget allocations with department and agency fiscal liaisons. Responsible for maintaining a monthly expenditure log of vendor transaction payments.

Prepares as needed expenditure reports of available funds remaining on open purchase orders. Prepares budget reports for the administrator's approval concerning the departments' expenditures requested by the Budget Office.

Prepares certifications of Request for Vendor Payment Requests. Ensures the Office of Finance receives copies and communicates any delinquent vendor payments as information becomes available.

Prepares billing reconciliation reports on vendor files as needed. Coordinates with the Office of Finance concerning vendor payments. Responds to internal and external customers concerning payment obligations.

Coordinates with vendors and CFSA staff for delivery of special purchases or for delivery to the supply room.

Performs other related duties as assigned.

Qualifications

Specialized Experience: Experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. To be creditable, at least one (1) year of specialized experience must have been equivalent to at least the next lower grade level in the normal line of progression for the occupation in the organization.

Time-in-Grade Restrictions: Time in grade restrictions must be met by the closing date of this vacancy announcement.

Ranking Factors

Submission of Ranking Factors: The following ranking factors will be used in the evaluation process. All applicants MUST respond to the ranking factors. Please respond specifically to the ranking factor(s) by either typing directly into the free form area provided or by pasting from a text document. Please describe specific incidents of sustained achievements from your experience that show evidence of the level at which you are applying. You may refer to any experience, education, training, awards, outside activities, etc. that include the degree to which you possess the job related knowledge, skills and abilities described in the ranking factors. The information given in response to the ranking factors should be complete and accurate to the best of your knowledge. FAILURE TO RESPOND TO ALL RANKING FACTORS WILL ELIMINATE YOU FROM CONSIDERATION.

Ranking Factor #1: Ability to properly enter data into Pass, the automated procurement system, to place an order, or route an order to a small purchase buyer for processing.

Ranking Factor #2: Ability to communicate clearly, both orally and in writing, in order to convey business information to customers, the supervisor, staff members and private industry representatives.

Ranking Factor #3: Analytical ability and technical knowledge of accounting processes to prepare statements-of- work for facility related acquisitions, budget and accounting documents and reports.

Ranking Factor #4:
General knowledge of the organizational structure of CFSA and its functional relationships to preparing detailed written solicitations, tailoring special terms and conditions, or other matters of similar complexity.

Priority Consideration

Displaced Employee Priority Placement: Eligibles for the District of Columbia's Displaced Employee Program (DEP) and Agency Reemployment Priority Placement Program (ARPP) will be given priority consideration for this position if found qualified.

Employment Benefits

Employee Benefits: Selectee will be eligible for health and life insurance, annual (vacation) and sick leave and will be covered under the District of Columbia government's retirement plan. However, if selectee was previously employed in the District of Columbia government under an appointment for which he/she was eligible for Civil Service Retirement (CSR), contributions to CSR will resume upon re-employment.

Residency Preference

A person applying for a position in the Career Service, Educational Service, Management Supervisory Service, an attorney position in the Legal Service (series 905) other than in the Senior Executive Attorney Service (SEAS), who is a bona fide District resident AT THE TIME OF APPLICATION for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

Information to Applicants

Veterans Preference: Applicants claiming veterans preference must submit official proof at the time of application.

Drug-Free Workplace: Pursuant to the requirements of the Drug-Free Workplace Act of 1988, the individual selected to fill this position will, as a condition of employment, be required to notify his/her immediate supervisor, in writing, not later than five (5) days after conviction of or a plea of guilty to a violation of any criminal drug statute occurring in the workplace.

Other Information: Pursuant to the provisions of Title I of the Child and Youth Safety and Health Omnibus Amendment Act of 2004 (Act), effective April 13, 2005 (D.C. Law 15-353, D.C. Official Code Sub Section 1-620.31 et seq.) Title II of the Child and Youth, Safety and Health Omnibus Amendment Act of 2004 (Act), effective April 13, 2005 (D.C. Law 15-353; D.C. Official Code Sub Section 4-1501.01 et seq.), this position has been identified and designated as a safety-sensitive position subject to mandatory drug and alcohol testing. If tentatively selected for the safety-sensitive position, you will be required to submit to drug testing prior to appointment, and appointment to the position will be contingent upon a negative drug test result. Once hired into a safety-sensitive position, you shall be subject to mandatory random testing.

Other Information: The incumbent in this position is required to undergo and successfully pass a criminal background investigation and drug test as mandated by Title II of the Child and Youth Health and Safety Omnibus Act of 2004. The incumbent will be required to take random drug test.

How to Apply

How to Apply:
1. Applications for this vacancy announcement must be
submitted online at www.dchr.dc.gov for consideration.
2. It is recommended for applicants to use the following web browsers when completing an application: Internet Explorer 8 (or a later version) and Firefox 4.2 (or a later version).
3. Applicants are encouraged to save application information frequently, minimally every 20 minutes, to avoid loss of data.
4. Please visit www.dchr.dc.gov to locate partner agencies and community based organizations that provide computer and internet access.

Contact Information: All inquiries related to employment and job applications should be directed to HR Answers at (202) 724-7373

Posting Cancellation: A non-competitive selection of an eligible candidate from the Agency Reemployment Priority Placement Program (ARPP) or the District's Displaced Employee Program (DEP) will result in the cancellation of this announcement.

Disposition of Resume: Resumes received outside the area of consideration and/or after the closing date will not be given consideration. You must resubmit your resume to receive consideration for any subsequent advertised position vacancies. For the purpose of employment, resumes are not considered job applications. Therefore, the submission of an online job application is required in order to be considered.

An email notification of receipt serves as confirmation that your application submission was received.

Closing Statement

EEO Statement: The District of Columbia Government is an Equal Opportunity Employer.

Equal Opportunity Employer: All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

Notice of Non-Discrimination: In accordance with the D.C. Human Rights Act of 1977, as amended, D.C. Official Code, Section 2-1401.01 et. seq., (Act) the District of Columbia does not discriminate on the basis of actual or perceived: race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, familial status, family responsibilities, matriculation, political affiliation, genetic information, disability, source of income, or place of residence or business. Sexual harassment is a form of sex discrimination which is also prohibited by the Act. In addition, harassment based on any of the above protected categories is prohibited by the Act. Discrimination in violation of the Act will not be tolerated. Violators will be subject to disciplinary action.

Job Offers: Official Job Offers are made by the Office of Human Resources Only.

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