BUSINESS SERVICES SPECIALIST

Business Services Specialist

The Superior Court of California, County of San Joaquin is now accepting applications for Business Services Specialist. This recruitment is an open examination to fill one vacancy, and to establish an eligible list to fill future vacancies. Incumbents work under the general supervision of the Business Services Manager, and perform professional procurement work, including purchasing a variety of materials, services, supplies, and equipment according to Court purchasing policies and practices and requisition specifications, ordering and accounting for inventory and supplies, and providing administrative assistance to the Business Services Manager in the areas of facilities and security; and performing related work as required. This is the journey-level class that performs the full range of departmental purchasing and procurement activities and programs. Responsibilities require the use of tact, discretion, and independent judgment. Successful performance of the work requires thorough knowledge of governmental procurement practices and procedures, purchasing, and formal and informal bid processes.

This class is distinguished from the Business Services Manager in that the latter is responsible for the management of all activities of the Business Services Division including Purchasing and Procurement.

Typical duties include :

• Procures supplies, materials, services, and equipment for the operation of the Court, ensuring that all procurement policies, applicable purchasing practices and standards, and bid processes are met.
• Reviews, examines, and processes requisitions for commodities; coordinates with department managers and supervisors to determine if items specified are suited for department needs.
• Develops, reviews, and processes purchase orders to ensure compliance with established purchasing procedures, and to confirm funding availability.
• Compiles specifications for bidding purposes; prepares drafts of bid and proposal invitations; obtains formal and informal bids; reviews and analyzes bids; makes recommendations regarding bid awards; maintains related files.
• Provides information and guidance to Court departments regarding their purchasing needs, specifications for services, supplies, and equipment.
• Prepares financial analyses and cost comparisons to determine the cost-effectiveness of acquiring equipment and services for the Court.
• Confers with representatives of manufacturing and commercial firms; obtains quotes for items; researches suitability, availability, quality, and price of equipment, services, and supplies.
• Evaluates product usage trends; forecasts Court needs and projects costs; evaluates available products and services from various sources; and develops procurement solutions.
• Maintains good working relationships with vendors / contractors; assists in the development and administration of vendor / contractor agreements; assists in negotiating terms and conditions of contracts; maintains related files and databases.
• Receives and responds to inquiries from other employees and vendors regarding procurement policies and procedures.
• Makes recommendations for modifications in procurement policies and ordinances as appropriate.
• Assists with coordinating Court facility related repairs and issues as needed.
• Performs general office / administrative work as necessary, including typing reports and correspondence, entering data into the computer and generating computer reports, backing up computer files, answering the telephone, copying and filing documents, sending and receiving faxes, processing mail, and assembling materials.
• Performs other duties as assigned.

Minimum qualifications include :

Knowledge of :

Ability to :

Physical Demands : Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, to operate a motor vehicle, and to visit various Court and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 35 pounds. Environmental Elements : Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.