The Office of Council Services is recruiting for a full-time
Procurement Specialist. Continuous recruitment until needs are met.
Who We Are
The Office of Council Services provides administrative services to the Council Chair, the Councilmembers’ individual offices, and the Council’s district offices.
In the County’s legislative process, the role of our office is to staff the County Council’s committees and subcommittees, and provide objective assistance to individual Councilmembers.
Staff Appointments
The Procurement Specialist is appointed by the Council for the 2021-2023 Council term by resolution and does not have permanent or civil service status. The term began at noon on January 2, 2021, and expires at noon on January 2, 2023. The Procurement Specialist may be reappointed by future Councils to additional terms.
MINIMUM QUALIFICATIONS
Education and Experience:
- Graduation from an accredited college or university. A major in purchasing, public or business administration, or finance is preferred.
- 1 year of progressively responsible professional experience in technical purchasing work which involved working with users and vendors in identifying, clarifying, and specifying requirements of products; formal bidding procedures.
License Requirement:
Possession of a valid motor vehicle operator’s license.
Knowledge of:
Proper English grammar, punctuation and word usage, arithmetic, and report writing. Basic knowledge of Hawaii government purchasing statutes, rules, principles, practices, procedures, interviewing techniques, and common use of commodities and services preferred. Inventory control policies and procedures, acquisition, maintenance, disposal, and interface with financial reporting. Standard accounting classification and terminology pertinent to accounts maintenance operations and office practices and procedures relating to the processing and recording of transactions and account information.
Ability to:
- Learn principles and practices of governmental purchasing and the characteristics and sources of information and supply of assigned supplies, materials, equipment, and services.
- Know how to gather, analyze, and evaluate facts and data, make inferences, draw conclusions, and recommend sound alternative for action consistent with facts,
circumstances, guidelines, etc. - Communicate clearly and effectively. Prepare clear, complete, concise reports.
- Satisfactorily complete training relating to procurement by the State Procurement Office. Work with other departments at the County of Maui and the State Procurement Office.
- Perform the maintenance of subsidiary ledgers and other complex clerical work in the
maintenance of accounts and quantitative records.
Health and Physical Condition:
- Must be able to lift a minimum of 20 pounds.
- Physical Effort Grouping: Light.
Examination:
May be administered.
POSITION DESCRIPTION
Summary of Duties:
Serves as the Procurement Specialist in performing a variety of work in the areas of procurement, purchasing, bid contracts, purchase orders, and proposals. Performs a variety of selected assignments requiring some application of the principles, techniques and concepts pertinent to government procurement duties. Consults supervisor when clarification or new policies and procedures is required and when complex or technical questions not covered by policy or precedents is identified. Performs a variety of assignments in accounts payable, inventory, and other related duties as required. Responsible for the maintenance of procurement records regarding solicitations and purchases which requires a knowledge of account clerical methods, forms, and techniques. Assists with maintaining inventory as defined by the County of Maui and Office of Council Services (OCS). Performs varied administrative functions and other related duties as required.
- Wide variety of procurement and purchasing tasks. Learning and performing procurement and purchasing related work. The type of work performed is wide ranging and includes all aspects of the procurement function.
- Basic functions and purposes of government purchasing and specification development; applies the principles, laws, techniques, methodology, and processes pertinent to the work by assisting in activities.
- Becomes familiar with the location and use of reference and resource materials, files, catalogs, manuals, and related records.
- Researches and makes recommendations for alternative products or services that OCS or Council seeks.
- Assists with small purchase procurements, including sourcing and processing. Prepares specifications, terms and conditions for simple repetitive purchases; evaluates bids and recommends awards; prepares purchase orders for approval.
- Provides information on product quality, source, policies, and procedures to staff as needed.
- Prepares, processes, and maintains forms and other documents for record keeping relating to procurement, purchasing, travel, office finance, and furniture and equipment inventory.
- Maintains supplies and equipment and assists with determining needs.
- Receives requisitions and independently identifies needs.
- Utilizes small purchase procurement or recommend appropriate procurement processes.
- Primarily responsible in the creation of purchase orders, request for payment, reimbursements, and identified needs.
- Assists OCS and Council personnel in finalizing documents and posting Request for Proposals, formal bids, and awards, and makes applicable suggestions when needed.
- Assists Office of the County Clerk and Office of the County Auditor with posting Requests for Proposals, formal bids, and awards as requested.
- Assists with sole source, emergency, exempt procurements with finalizing documents and postings. Advises users to justify sole source or restrictive purchases when appropriate.
- Assists Councilmembers and Committee staff with professional services in finalizing documents and postings. Reviews and makes suggestions if appropriate.
- Authorized P-card user.
- Contacts vendors on contract administration matters such as late delivery, overage/shortage issues, delivery schedules, etc. Formulates conclusions and recommendations to management.
- Drafts vendor correspondence relating to acceptance or rejection of proposals.
- Assists with phases of contracting and makes recommendations as appropriate.
- Finalizes formal procurements and contracts for signatures, required State Procurement Office postings, and processing.
- Reviews price lists and other cooperative purchasing agreements and communicates relevant changes to management.
- Maintains assigned groups of accounts which constitute subsidiary or special accounting records.
- Reviews and verifies media postings.
- Reviews invoices, purchase orders, and other source documents for conformance with standards, and accuracy of extensions and computations.
- Posts accounts payable to proper accounts.
- Assists in compiling data for budget requests.
- Explains procurement and purchasing procedures to other employees as needed.
- Pursues and identifies ways to streamline all processes.
- Assists with Hawaii State Association of Counties conferences and Council inaugurations (i.e., updating and maintaining guests lists, preparing, printing, and mailing out invitations, maintaining RSVP lists, and setting-up and assisting at event, etc.).
- Assists with incoming Councilmember orientation and provides training to new Councilmembers and staff relating to inventory, procurement, and purchasing.
- Prepares reports and correspondence using word processing, spreadsheet applications, and database applications.
- Provides assistance by proofreading, revising (i.e., making corrections for sentence structure, spelling, grammar, and punctuation), printing, duplicating, archiving, and distributing documents.
- Receives and forwards incoming telephone calls, documents, e-mails, and mail.
- Assists OCS staff, other County employees, and the public.
- Performs other related tasks and duties as assigned for wide range of Support Section function.
Compensation Range:
$44,260 to $83,015 annually, as established by Section 2.08.060, Maui County Code, depending on education and experience. The Council may assign staff to any step in the appropriate pay range.
Work Eligibility:
All persons seeking employment with the Office of Council Services shall be citizens, nationals, or permanent resident aliens of the United States or eligible under Federal law for unrestricted employment in the United States at the time of their application for employment and shall become residents of the State within 30 days after beginning their employment and as a condition of eligibility for continued employment. Applicants must provide evidence verifying citizenship or alien registration status and employment authorization in the United States at the time of application.
HOW TO APPLY
- Download the application form here.
- Submit your completed application by email only to recruitment@mauicounty.us.
- Please complete all sections of the application.
Contact:
If you have questions or need more information on this position, please contact the Office of Council Services at recruitment@mauicounty.us, or Marlene Rebugio, Support Supervisor, at (808) 270-7838.
Nondiscrimination policy: The Office of Council Services and the Maui County Council do not discriminate on the basis of race, sex, sexual orientation, age, religion, color, ancestry, national origin, disability, marital status, pregnancy, arrest and court record, assignment of child support, National Guard participation, or any other basis covered by State or Federal laws governing nondiscrimination.
