Purchasing Technician I – Purchasing Services Section

Overview

Purchasing Technician I – Purchasing Services Section Jobs in Rustenburg, North-West, South Africa at Hawaiʻi State Department of Education

Title: Purchasing Technician I – Purchasing Services Section

Company: Hawaiʻi State Department of Education

Location: Rustenburg, North-West, South Africa

Description

Salary Range: Purchasing Technician I, SR-11: $3606.00 per month

Examples of Duties

• Receives, reviews and consolidates requisitions for economical purchasing;
• Checks availability of items requested at storeroom;
• Makes purchases from approved price lists;
• Discusses requirements, specifications and alternatives with users;
• Phones sources of supplies and gives complete description of purchasing requirements, obtains information such as possible substitutes, availability, costs, terms and delivery;
• Drafts specifications for purchases to include requests for written quotes;
• issues purchase orders and finalizes arrangements for delivery;
• Receives and inspects materials upon delivery for correctness of quantity and quality;
• Follows up on orders by telephone and in writing to expedite delivery or to resolve discrepancies or problems in completing a purchasing action;
• Assures that charges are made to proper funds and charge codes, assigning object codes according to usage and purpose of goods or services purchased;
• Processes and transmits invoices for payments;
• Prepares and submits purchase reports;
• Serves as petty cash custodian;
• Maintains records of requisitions, purchase orders, invoices and related correspondence;
• Prepares and types acknowledgment letters to successful and unsuccessful bidders;
• Forwards complex or formal purchasing requirements to central purchasing or refers to a higher-level position;
• Provides instruction and information on inventory reporting procedures to property custodians and maintains the agency’s real property and equipment records and accounts;
• Conducts and/or supervises periodic physical inventory checks and prepares appropriate reports;
• Processes surplus property disposals;
• Supervises and/or participates in maintaining the appropriate stock levels and in issuing supplies from a storage room or warehouse;
• Plans best use of available storage space.

Minimum Qualifications

Basic Education/Experience Requirement:

Experience requiring knowledge of English grammar, spelling and the ability to read, comprehend and apply written directions, and to make basic mathematical computations including percentages. This experience may be met from part-time and/or unpaid work. There must, however, be evidence that participation was on a continuous basis but not necessarily on a full-time normal work basis. This requirement may also be met by possession of a high school diploma with satisfactory completion of coursework in English and arithmetic.

Experience Requirement:

Except for the substitutions provided for in this specification, applicants must have work experience of the kind and quality described below and in the amounts shown in the following table:

Class Title Gen

Exper

(years) Spclzd

Exper

(years) Suvry

Aptitude

(years) Total

Exper

(years)

Purchasing Technician I 2 0 0 2

General Experience:

Responsible work experience which demonstrated the ability to request information from others and to explain procedural requirements orally and in writing and which demonstrated knowledge/experience as described under (a) or (b) below or a combination of both:

• Experience requiring the possession and application of a good working knowledge of governmental purchasing methods, laws, regulations, policies, procedures and requirements. Examples of qualifying experience include account clerical or pre-audit work which involved the examination of documents supporting governmental purchases (e.g. authorizations for purchases, requisitions, invoices, purchase orders, contracts, statewide central purchasing lists, etc.) for validity, accuracy and that proper procedures were followed and the preparation or review and approval of vouchers authorizing payments.
• Experience preparing and submitting requisitions for purchasing where the work involved all aspects of the following: (1) gathering information regarding the desired product and alternatives by gathering brochures and discussing requirements with requestors and vendors, (2) obtaining information regarding prices and/or obtaining quotations, (3) writing up the requisition for submittal for purchasing, and 4) demonstrating an understanding of purchasing policies, procedures and requirements.

Non-Qualifying Experience:

Experience in the requisitioning of goods which did not involve the conduct of information-gathering and writing as described under General Experience above is not qualifying. Experience in the authorization or review of payroll claims is not qualifying.

Substitutions Allowed:

Substitution of Specialized Experience for General Experience: Excess Specialized Experience may be substituted for General Experience on a week-for-week basis.

Substitution of Education for Experience: Successful completion of coursework at an accredited business or technical school, college or university may be substituted for Specialized Experience on the basis of 15 semester hours of which 5-semester hours were in purchasing, for each half year (6 months) of Specialized Experience up to a maximum of one year.

Lift/Carry Requirement: Applicants must be able to lift/carry objects weighing up to 25 pounds unassisted and lift/carry objects weighing up to 50 pounds assisted by another person and/or use of equipment (e.g., hoisting equipment, hand truck.)

Quality of Experience:

Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant’s overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that applicant has the ability to perform the duties of the position for which applicant is being considered.

Supplemental Information

Salary: The advertised salary is based on full-time employment and includes shortage and school year differentials, if applicable.

Requirements: Applicants must meet all the requirements for the position they are seeking as of the date of the application, unless otherwise specified. Unless specifically indicated, the required education and experience may not be gained concurrently. Calculation of experience is based on full-time, 40-hour workweeks. Part-time experience is pro-rated. Example: Twelve months of experience at 20 hours/week is equivalent to six months of experience, not one year. Also, hours worked in excess of 40 hours/week will not be credited. Example: Twelve months of experience at 60 hours/week is equivalent to one year of experience, not one and a half years.

Temporary Assignment: Claims of Temporary Assignment (TA) experience to meet the minimum qualification requirements must be verified and attached to the application using one of the options below:

• A copy of the applicant’s TA History Report or equivalent system-generated report;
• A signed letter from the applicant’s supervisor that includes the applicant’s name, his/her TA job title, the TA start and end dates (from mm/yy to mm/yy), his/her specific TA duties performed, and either the TA hours worked per week or total TA hours worked; or,
• Copies of the applicant’s signed SF-10 Forms.

Documents: Attach all relevant supporting documents to your application. Documents that were attached to applications submitted before November 16, 2023 do not automatically attach or transfer to applications submitted on and after December 16, 2023. All submitted documents become the property of the Hawaii State Department of Education.

Information about Temporary Positions: Temporary positions may be extended year to year, dependent upon funding and departmental needs. Making yourself available for temporary positions increases your employment possibilities and may lead to permanent opportunities. A person hired for a temporary position may also become a temporary employee upon satisfactory completion of the initial probation period of at least six months. Once a temporary employee, you would be eligible to apply for promotion and transfer opportunities to permanent as well as other temporary positions. You may also enjoy other rights and benefits as afforded to an employee in a permanent position, with the exception of return rights and placement rights associated with a reduction-in-force.

Equal Opportunity

The Hawaii State Department of Education does not discriminate in its educational policies, programs, and activities on the basis of sex, race, color, religion, national origin, age, and disability in accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Age Discrimination Act of 1975, and Americans with Disabilities Act of 1991. The Department does not discriminate in its employment policies, programs, and activities on the basis of sexual orientation, arrest and court record, and National Guard participation, as well as on the basis of sex, race, color, religion, national origin, age, and disability, in accordance with Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Americans with Disabilities Act of 1991, Equal Pay Act of 1963, and Chapter 378, Part I, Hawaii Revised Statutes.

Payday

New employees can expect their first paycheck within the first 3 pay periods of their start date. Payday is on the 5th and 20th (or previous business day) of every month.

12-month civil service and SSP employees enjoy a range of competitive benefits:

• Holidays: You may be eligible for 13 paid holidays each year; 14 holidays during an election year.
• Vacation: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year.
• Sick Leave: Employees of Bargaining Units 1, 2, 3, 4, 9, 10 and 13 earn 21 days per year. Accumulated (unused) credits may be used toward computing retirement benefits.
• Health Insurance: If eligible, the State pays a part of the premiums for each employee’s enrollment in a State sponsored Medical, Drug, Vision, and Adult Dental Plan.
• Group Life Insurance: The State provides a free life insurance policy for employees and retirees.
• Premium Conversion Plan: Participating employees may increase their take-home pay by having the State deduct the cost of health care premiums before payroll taxes are withheld.
• Flexible Spending Accounts: Eligible employees can reduce their federal and state income taxes and social security taxes through a tax-savings benefit program called Island Flex. This program allows employees to set aside money from their paychecks to pay for out-of-pocket health care expenses and eligible dependent care expenses on a BEFORE-TAX basis.
• Retirement Plan: The State contributes to a retirement plan for eligible employees. Generally, employees with at least 10 years of credited service and who have reached 62 years of age or have 30 years of credited service and are 55 years old may retire and receive benefits.
• Tax Shelter Annuity (TSA): If eligible, Department employees are able to participate in a tax shelter annuity program. The TSA plan allows eligible employees to contribute pre-tax dollars to an employee-selected investment service provider authorized to provide TSA products.
• Deferred Compensation: The State offers employees a tax deferred (sheltered) retirement investment program. This program is an opportunity to build a retirement nest egg through voluntary payroll deductions. Several investment options are available.
• Temporary Disability Insurance: Qualified employees may be eligible to receive benefits for a disability caused by a non-work related injury or illness under this program.
• Social Security: As an employer, the State also contributes to an employee’s social security account.
• Workers’ Compensation: If an employee is injured while on the job, benefits covering medical expenses and partial wage support may be available through workers’ compensation.
• Union & Collective Bargaining: Employees have the right to join the union for collective bargaining with the State and employee representation. Some employee unions provide discounts, insurance and other opportunities. Employees may also decide not to join a union, however, employees are required to pay union service fees unless the employee’s job is excluded from collective bargaining.

The above is intended as a general summary of the benefits offered and is subject to change. This does not constitute a contract or binding agreement. Benefits vary by type of employment appointment and collective bargaining agreements.

01

EDUCATION REQUIREMENT:

Do you possess a high school diploma, General Equivalency Diploma (GED) or equivalent?

• Yes
• No

02

GENERAL EXPERIENCE REQUIREMENT:

Do you have at least two (2) years of responsible work experience which demonstrated the ability to request information from others and to explain procedural requirements orally and in writing and which demonstrated knowledge/experience as described under A or B below or a combination of both?

• Experience requiring the possession and application of a good working knowledge of governmental purchasing methods, laws, regulations, policies, procedures and requirements. Examples of qualifying experience include account clerical or pre-audit work which involved the examination of documents supporting governmental purchases (e.g. authorizations for purchases, requisitions, invoices, purchase orders, contracts, statewide central purchasing lists, etc.) for validity, accuracy and that proper procedures were followed and the preparation or review and approval of vouchers authorizing payments.
• Experience preparing and submitting requisitions for purchasing where the work involved all aspects of the following: (1) gathering information regarding the desired product and alternatives by gathering brochures and discussing requirements with requestors and vendors, (2) obtaining information regarding prices and/or obtaining quotations, (3) writing up the requisition for submittal for purchasing, and 4) demonstrating an understanding of purchasing policies, procedures and requirements.
• Yes
• No

03

GENERAL EXPERIENCE:

List all work experience that fully meets this requirement. Do not list volunteer experience as they will not be given consideration. All substitute and on-call employment claims must be verified via a list of the dates and hours you worked, endorsed and signed by your respective supervisor and/or personnel office. Include ALL of the following information for EACH of these experiences, SEPARATELY:

• Official job title;
• Employer’s name, type of business of establishment, services provided and to whom (i.e. clientele);
• Supervisor’s official job title, general duties, and type of supervision he/she provided over your position (i.e. direct, moderate, general, etc.);
• The department that you worked in, its general functions, and how many and what kind of professional staff were regularly employed;
• Dates of employment (from mm/yy to mm/yy);
• Average hours you worked per week;
• Detailed description of your primary duties and responsibilities (be specific); and,
• Description of your experience in requesting information from others and explaining procedural requirements orally and in writing. If you do not possess any General Experience, type “None” in the space provided. Note: Failure to provide all information may result in your application being rejected for being incomplete.

04

GENERAL EXPERIENCE (cont.):

For each employer listed in the previous question, please provide a detailed description of your primary duties and responsibilities. Be very descriptive when explaining your knowledge in purchasing and avoid using vague terms e.g. “responsible for”, “handled”, etc.

Also include your knowledge and experience (if any) in each of the following (A and/or B):

• GOVERNMENTAL purchasing methods, laws, regulations, policies, procedures, and requirements. Examples of qualifying experience include account clerical or pre-audit work which involved the examination of documents supporting governmental purchase.
• Describe the procedure you used to check for validity and accuracy;
• Describe how you ensured that proper procedures were followed; and,
• Describe your role in the preparation, review, and approval of vouchers authorizing payments.
• PREPARING AND SUBMITTING REQUISITIONS for purchasing where the work involved all aspects of the following:
• Gathering information regarding the desired product and alternatives by gathering brochures and discussing requirements with requestors and vendors;
• Obtaining information regarding prices and/or obtaining quotations;
• Writing up the requisition for submittal for purchasing; and,
• Demonstrating an understanding of purchasing policies, procedures and requirements.

05

ABILITY TO LIFT AND CARRY: This position requires the ability to lift/carry objects weighing up to 25 pounds unassisted, and lift/carry objects weighing up to 50 pounds assisted by another person and/or use of equipment. If you do not meet this requirement, your application will not be given consideration for this position.

Are you able to lift and carry objects weighing up to 25 pounds unassisted, and lift/carry objects weighing up to 50 pounds assisted?

• Yes
• No

06

TRANSCRIPTS, CERTIFICATIONS, AND OTHER VERIFYING DOCUMENTS:

Official or copies of official transcripts, certifications (front and back), and other documents that verify you meet the minimum qualification requirements must be submitted with your application. If these documents are NOT received, your application may be rejected.

• My documents are attached to this application.
• My documents were attached to a previously submitted application.
• I may or may not submit my documents at a later date. I understand that my application will be evaluated based on the information available at that time.

Required Question