Department: Comptroller
Position Control Number: 0113-007
FLSA Status: Non-Exempt; position is eligible for overtime
Safety Sensitive Designation: This position is not designated as safety-sensitive.
Random Drug/Alcohol Test: No
Opening Date: November 4, 2025
Closing Date: November 16, 2025 at 11:59 PM
This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically
and reasonably feasible.
An Equal Opportunity Employer
JOB SUMMARY: Responsible for receipt and evaluation of purchase requests, preparation of formal bid requests, and ensuring the purchase of quality goods and supplies at the lowest available price; prepares and maintains an accurate accounting of Pulaski County’s fixed asset inventory.
ESSENTIAL JOB FUNCTIONS:
* Reviews purchase requests for compliance with purchasing laws and policies; determines appropriate procedure based on the estimated cost of purchase; ensures Quorum Court approval for specific capital outlay items.
* Compiles formal bid packages including the writing of bid specifications, selection of bidder list, and preparation of special instructions necessary to meet legal requirements.
* Researches products to determine appropriate specifications when needed and available vendors for desired products.
* Contacts vendors to obtain informal telephone or written quotes for purchases when appropriate.
* Writes and places legal advertisements.
* Opens and records bids presented at formal bid openings; forwards copies to the appropriate department.
* Ensures bonding and liability insurance is provided by the vendor within construction bids.
* Evaluates bids for compliance with regulations and specifications; ensures vendors are current in payment of all applicable taxes; reviews vendors selection submitted by department for effective selection.
* Obtains selection factor ratings from departments.
* Maintains log of all actions taken during bid process including vendors contacted, method of contact, and all other related actions.
* Prepares contracts for purchases and services ensuring compliance with County Purchasing Policy and applicable State and Federal law; obtains all necessary signatures.
* Places orders for materials once purchase award has been made; processes change orders for construction project purchasing.
* Monitors contracts for upcoming expirations; notifies departments on a timely basis when contracts must be re-bid; negotiates renewals as needed.
* Organizes and maintains annual contract files, closed bid packages, product information library, and other related information.
* Prepares and maintains the fixed asset inventory records for all departments; assigns inventory control numbers to appropriate County capital equipment inventory; enters equipment information into the fixed asset tracking system database; maintains and updates the system information as required.
* Coordinates storage and sale of surplus equipment and supplies by online or local auction.
* Prepares and distributes the annual inventory listing for verification by Elected Officials and Department Directors; adjusts the equipment database after the verification is reconciled.
* Compiles reports of fixed assets for Legislative Auditors and the Assistant Comptroller.
* Implements changes and updates to the inventory recordkeeping system as needed.
* Identifies appropriate depreciation schedule for all fixed assets; enters descriptions, values, funding, and schedules into the fixed asset inventory system.
SECONDARY DUTIES AND RESPONSIBILITIES:
* Assigns a purchase order number and logs into the computer database.
* Prepares Requests for Proposals to obtain vendor-prepared project or service options.
* Explains purchasing policies and procedures to other County departments and vendors as required.
* Orders items available on State and National contracts.
* Monitors service and products provided by vendors; recommends suspension from vendor list to Assistant Comptroller when appropriate.
* Contacts new vendors to establish interest in making competitive bids on goods and/or services.
* Enters vendors into the database in the designated supplier areas.
* Maintains records and prepares various reports reflecting purchase information.
* Assists County departments develop and implementing an internal inventory tracking system for assets not included in countywide fixed asset inventory records; provides training as needed.
* Conducts quarterly inventory audits for departments as needed.
* Conducts training in inventory maintenance procedures for departmental personnel.
* Makes recommendations for procedural changes to improve the accuracy of inventory records.
* Installs periodic software updates provided by the State for the computerized inventory system.
* Conducts training for vendors and user departments as needed.
* Performs other related duties as required.
PERSONNEL SUPERVISED: None
WORKING CONDITIONS: Duties are performed primarily in a smoking-restricted office environment. Occasional travel to other County departments is required for capital equipment tagging or inventory auditing.
MINIMUM QUALIFICATIONS:
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:
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+ Considerable knowledge of accepted purchasing principles, practices, and procedures.
+ Considerable knowledge of Federal, State, and County legal requirements for government purchasing and asset and materials management.
+ Considerable knowledge of purchasing practices promoting environmentally sound material selection.
+ Considerable knowledge of markets, market prices, and availability of products.
+ Considerable knowledge of the utilization of computerized inventory control systems.
+ Good knowledge of business contracts.
+ Good knowledge of the procedures used in the calculation of asset depreciation.
+ Ability to maintain complex record-keeping systems.
+ Ability to perform mathematical calculations accurately.
+ Ability to obtain all necessary information pertinent to the purchase and delivery of materials, supplies, equipment, and services.
+ Ability to evaluate and assess purchasing specifications to ensure quality products and timely delivery.
+ Ability to prepare numerical and informational reports.
+ Ability to communicate effectively in writing.
+ Ability to attend work regularly and reliably.
+ Skill in the use of a computer.
+ Skill in the use of a calculator.
PHYSICAL REQUIREMENTS:
*
+ Visual acuity is necessary for use of the computer screen and to review purchasing documents.
+ Digital dexterity is needed for keyboard and calculator operation.
+ Ability to communicate orally, both individually and in groups.
+ Ability to lift and carry loads up to 20 pounds.
+ Ability to bend and kneel to apply identification tags to equipment.
EDUCATION AND EXPERIENCE:
Completion of college-level or business school coursework in Purchasing, Marketing, Business Administration, or a related field; considerable work experience with purchasing or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.