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Job Specification

PERSONNEL OFFICER/PURCHASING AGENT

PERSONNEL OFFICER

DEFINITION:

Under direction, is responsible for the human resources functions of an agency or agencies within a jurisdiction. Maintains liaison between the agency and the State Department of Personnel in matters of personnel administration; manages the operation of a personnel work unit and directs one or more personnel functions such as, employee and labor relations, personnel policy development, classification and compensation, and related employment activities; does other related duties.

NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

EXAMPLES OF WORK:

Maintains liaison between the agency and the State Department of Personnel in personnel matters including appointments, promotions, transfers, demotions, dismissals, and disciplinary actions.

Assists in the establishment of personnel policies.

Provides advice and assistance on personnel issues.

Disseminates policy and procedural information to appropriate staff.

Recruits personnel.

Directs the maintenance of classification and compensation plans.

Assists in directing an employee evaluation program.

Assists in directing the personnel activities of the jurisdiction.

Conducts research for studies involving personnel issues.

Assists in the preparation of ordinances and resolutions for the creation of new positions and other personnel matters.

Plans, organizes, and assigns the work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates.

Investigates personnel problems.

Prepares reports.

Directs the establishment and maintenance of records and files.

Will be required to learn how to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

REQUIREMENTS:

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Seven (7) years of professional supervisory experience including the review of classification problems and wage studies, handling personnel problems, and coordination of the training needs of the jurisdiction.

Possession of a bachelor's degree from an accredited college or university; and three (3) years of the above-mentioned professional experience.

NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.

LICENSE:

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of problems encountered in the administration of personnel program.

Knowledge of theory, practices, and procedures of modern personnel administration.

Knowledge of disciplinary and grievance procedures.

Knowledge of employee performance evaluation procedures.

Ability to read and interpret the provisions of New Jersey laws relating to personnel matters and the rules and regulations of the State Department of Personnel and to apply them to specific situations.

Ability to analyze and resolve the personnel and technical problems involved in the oversight of a personnel program.

Ability to establish and maintain cooperative working relationships with associates and individuals engaged in or concerned with issues relating to public employment.

Ability to prepare reports.

Ability to establish and maintain records and files.

Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.

Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

9/13/04

PURCHASING AGENT

DEFINITION:

Under direction, plans, organizes, and directs activities of the purchasing unit; prepares purchasing procedures; does other related duties as required.

EXAMPLES OF WORK:

Establishes and develops accepted purchasing methods and records in accord with prescribed laws, rules, regulations, standards, policies, and procedures.

Reviews requisitions for operating and maintenance equipment, materials, and supplies.

Locates and investigates reputable sources of supply.

Prepares specifications.

Reviews submitted bids for content and after thorough analysis makes recommendations for acceptance or rejection of bids.

Communicates directly with vendors by telephone or correspondence.

Interviews vendors to determine product line and usefulness.

Handles complaints by taking the proper action.

Develops and implements a centralized purchasing system including all necessary procedures, forms, and files.

Records claims of vendors for materials and services.

Prepares periodic reports and statements.

Maintains bidders lists.

Prepares purchase contracts.

Prepares purchasing procedures and bill payments.

Assigns, supervises, and reviews work of subordinates.

Prepares temporary and final appropriation budgets and transfers.

Confers with other department representatives on the standardization of supplies used and the need for specialized equipment.

Establishes and maintains needed records and files.

Is responsible for obtaining professional, consulting, and other services on a contractual basis.

May be responsible for the management of a central storeroom.

Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

REQUIREMENTS:

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Nine (9) years of professional experience in the writing of purchase specifications and in the purchase of equipment, materials, and supplies on a large scale.

Possession of a bachelor's degree from an accredited college or university; and five (5) years of the above-mentioned professional experience.

LICENSE:

NOTE: In accordance with N.J.S.A.40A:11-9, appointees may be required to possess a valid Qualified Purchasing Agent Certification (QPA) issued by the Division of Local Government Services, Department of Community Affairs.

KNOWLEDGE AND ABILITIES:

Knowledge of accepted procedures used in making large scale purchases.

Knowledge of laws, rules, and regulations affecting purchasing.

Knowledge of the accepted preparation of specifications of commodity markets, marketing practices, and commodity pricing methods, and of the application of bookkeeping methods to procurement practices.

Ability to interpret market prices and trends, and apply such interpretations to procurement problems.

Ability to establish and maintain harmonious working relationships.

Ability to review and prepare specifications.

Ability to recommend suitable action on bids.

Ability to establish and maintain purchasing and other records.

Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.

12/20/10