2025 Saline County
FMD Procurement/Grant Specialist
Job Description
Exempt: No
Department: County Judge/Financial Management Department
Reports To: Comptroller/HR Director
Location: 200 N. Main, Room 116 Benton, AR 72015
Safety Sensitive: No
GENERAL DESCRIPTION OF POSITION
Under the general supervision of the Comptroller, this position performs a variety of technical procurement and related services within the Financial Management Department (FMD) such as establishing RFP/Bids for departments, identifies new discretionary grant opportunities and works with the County offices in the formulation and submission of grant proposals, administers and manages grants throughout the entire grants lifecycle from the pre-award to the post award phase and reported in accordance with grant terms and local, state, and federal regulations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Write request for proposals RFP/BID specifications in accordance with the County and Legislative Auditor's purchasing policy and guidelines and consistent with the requesters specification, providing supporting documentation and necessary back up information; distribute, once reviewed and approved by the County Attorney and Comptroller, to appropriate vendors, monitor the receipt to ensure timeliness and adherence to the bidding process.
- Prepare technical and complex specifications for bids and/or contracts including all related research and analysis. After approval is given, ensure all bids/RFP are on the County's website for the period and removed thereafter.
- Prepare and analyze competitive sealed bids, competitive sealed proposals, requests for quotes and request for statement of qualifications. Once approved, file bid documents along with court order in the office of the County Clerk.
- Assist the Financial Department in setting up and conducting pre-bid and pre-proposal conferences.
- Confer with consultants, contractor’s departments and suppliers in order to acquaint them with procurement policies and procedures and to obtain information on required products and services.
- Perform contract administration, including liaison between supplier and departments, compliance with contract terms and conditions, compliance with grant requirements, alerting the FMD Comptroller of any amendments, extensions or change orders requested.
- Maintain appropriate files to identify start and ending dates as well as send out calendar notices to all involved parties.
- Maintain the integrity and transparency of the public procurement process.
- Analyze current procurement activities and recommend improvements through more efficient methods whether through e-procurement, standardization, value analysis or cooperative purchasing.
- Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, bids, correspondence and related follow-up. Ensure all contracts and bids are filed in the County Clerk's office for verification and transparency. To include listing of County contracts updated annually for the auditors with annual payments. Also, maintain listing of annual bids and dates they need to be re-bid or rolled over.
- Assist the County Judge's Administrative Manager in preparing documents for sale or disposal of County property whether by auction or internet sale. Maintain accurate records and documentation.
- Assist in the maintenance of the County's fixed asset inventory as well as maintain the current FMD continuous listing of all equipment and property insured for the County and ensure all is covered by our Risk Management Service through AAC. Complete vehicle and property incident forms, compile information on the incident and send all information to our Risk Management Service AAC.
- File, search and process for approval unclaimed property for Saline County on the Auditor of the States website.
- Maintain current vehicle and property spreadsheet as well as compare at least annually to the fixed asset inventory as well as with the County's Risk Management insurance.
- Maintain and update annual risk management and workers compensation spreadsheets for monthly payments and update as necessary throughout the year as additions and deletions are made. Invoice other entities for reimbursement for payments of insurance premiums.
- Invoice entities/departments for reimbursements.
- Assist Grants Administrator and Comptroller with grant maintenance, documentation, and filing of reports.
- Analyze and file for all ATAP sales tax portal listing for the County department and reconcile for Treasurer receipt.
- Assist in reviewing time sheets and payroll when necessary.
- Assist in filing of time sheets, HR documents, and AP documents.
- Prepare purchase orders, when necessary, after all required documents have been received to ensure compliance with legislative audit procedures
- Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
Broad knowledge of such field as business administration, finance, etc. Equivalent to a four-year college degree, plus 4 years related experience and/or training, and 2 years related management experience, or equivalent combination of education and experience.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
SOFTWARE SKILLS REQUIRED
Advanced: Spreadsheet, Word Processing/Typing
Intermediate: 10-Key, Accounting, Contact Management, Presentation/PowerPoint
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of highly complex machines and equipment; specialized or advanced software programs.
WORKING CONDITIONS
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is continuously required to talk or hear; regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms; occasionally required to stand, walk, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
ADDITIONAL INFORMATION
- Considerable knowledge of business practices, principles and methods related to public sector purchasing.
- Considerable knowledge of contract/bid documents administration related to procurement.
- Good knowledge of laws, policies and procedures governing public procurement.
- Ability and considerable skill in researching and preparing complex specifications for contract or bid documents.
- Ability to develop effective and cooperative working relationships with other departments, employees, suppliers and other public agencies.
- Ability to establish schedules and complete projects on a timely basis.
- Act in a professional and efficient manner with all.
The duties listed above are intended only to show the various types of duties that will be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the positions. All positions within the County Judge' s Departments are assigned by the County Judge or his representative and are subject to change when deemed in the best interest of the department.
This job description does not constitute an employment agreement between Saline County and the employee and is subject to change by the employer if the need of the employer and requirements of the job change.
SALINE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER
