Buying Team Member $2500

Introduction

This position may serve as part of a Buying Team, or as a single resource providing procurement support for fire suppression or all-risk assignments; e.g., hurricanes, floods, etc.

Duties

• Changes default charge code (job code) in the Purchase Card System (PCMS) to an incident job code when dispatched to an incident.
• Places orders and processes all related paperwork, including completing waybills and maintains logs in a timely manner and in accordance with regulations
• Audits orders, waybills, and vendors’ invoices to assure that paperwork is complete, documented adequately, and copies are available for files.  Documents receipts with proper management/accounting code, resource order number, and signatures.  Files documents appropriately.
• Confirms verbally placed purchase orders in writing and in a timely fashion.
• Keeps the Buying Team Leader or Assistant/Deputy Leader or other identified supervisor informed of day-to-day actions, including resource order status and any problems.
• Prepares necessary documentation for property, commissary purchases, and Emergency Equipment Rental Agreements.
• Relays to dispatch and/or expanded dispatch or incident camp, whichever is applicable, the estimated time of departure (ETD) and estimated time of arrival (ETA) for shipments (e.g., for supplies, equipment from the Buying Team to the incident base).
• Completes and files paperwork daily.  May be required to input costs into spreadsheet as necessary.
• Reconciles accounts no later than 30 days after a transaction appears in PCMS, absent extenuating circumstances.

Position Knowledge and/or Requirements

• Knowledge of small purchase regulations in the Federal Acquisition Regulations, Department, and agency policy and regulations; knowledge of department and agency purchasing regulations, methods, procedures, and business practices to make purchases in accordance with governing regulations.
• Requires completion of S-260, Interagency Business Management.
• Must complete annually the incident micro purchase refresher course in order to obtain a purchase card.
• Must be familiar with agency Incident Business Management Guidelines.

Supervisory   Controls

The supervisor or other designated authority assigns work with standing instructions and objectives, priorities, and deadlines, and indicates special considerations or unusual requirements.

The incumbent independently plans the manner in which assignments are to be carried out, and handles problems and deviations in accordance with instructions, policies, previous training, and accepted procurement practices.

Completed work is usually evaluated for appropriateness, technical soundness and conformity to policy and requirements.  Methods used by the incumbent are not usually reviewed in detail.

Guidelines

Guidelines include FAR Part 13, Small Purchases; FSAR Part 1, Complexity Requirements; and Exigency Requirements/Procedures.  These guidelines, coupled with written Department and agency policies, instructions, and operating procedures, cover the work to be done and the specific procedures required.

The incumbent uses judgment in selecting the most appropriate guidelines, references, and procedures relative to specific cases.  Situations to which existing guidelines cannot be applied or would require significant deviation from guidelines are referred to the supervisor.

Complexity

The work includes various duties involving different related processes and methods.  The incumbent makes a variety of non-competitive or competitive purchases.  The incumbent makes rapid choices, under pressure, such as whether to meet requirements by ordering against an existing contract, or entering into a new contract, etc.

Decisions as to what needs to be done involve various choices that require the incumbent to recognize the existence of and differences between various situations.

Actions to be taken differ in such things as the source of information, the kind of transactions, or other differences of a factual nature.

Scope and Effect

The work involves purchasing goods, services, and equipment by executing specific rules, regulations, and procedures to meet the objectives of the incident.

Work products affect the ability of incident managers and other personnel to accomplish the mission.

Personal Contacts

The majority of contacts are with incident personnel; however, some contacts are with individuals from outside the agency; e.g., with contractor representatives.

Purpose Of Contacts

The purpose of contacts is to obtain, clarify, or give facts or information concerning procurement actions.

Physical Demands

The work is primarily sedentary, but some physical exertion is occasionally required; e..g., some standing, walking, bending, sitting, traveling, and working extended hours.

Work Environment

The work is typically performed in an office type setting involving everyday risks or discomforts.