Gila County Arizona
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Gila County Arizona - Globe, Arizona, United States, 85501
Work at Gila County Arizona
Overview
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Overview
Salary :
$53,991.00 - $67,489.00 Annually Location :
Globe, AZ Job Type:
Full-Time Job Number:
25-040 Department:
Finance Opening Date:
06/01/2025 Closing Date:
8/1/2025 11:59 PM Arizona
Purpose of the Job The purpose of this position is to provide detailed, technical procurement and administrative work under the direction of the Deputy Director Finance.
Essential Duties and Responsibilities SUPERVISORY RESPONSIBILITIES This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT
Under the direction of the Deputy Director Finance, is responsible for compiling and preparing digital bid documents, Request for Proposals, including advertising, vendor inquiries and recommendation for award of contracts. Under the direction of the Deputy Director Finance, prepares contracts, IGAs, and MOUs and enters contract information accurately in Digital Contract Management System for Purchasing Agent data entry into County's ERP. As assigned, inputs items in the automated Board of Supervisors agenda software system. Administers active contracts and proactively schedules timely renewals for seamless operations. Maintains templates and prepares individual procurement documents including but not limited to: Invitations to Bid and formal/informal Requests for Quotations. Maintains digital procurement documents including log for Calls to Bid, formal/informal Requests for Quotations; Addenda, Requests for Proposals, and other documents as needed. Distributes, advertises in newspaper, coordinates and mails Call for Bid packets, and provides assistance with recommending bid awards as required. In collaboration with Deputy Director Finance, coordinates with County Attorney's Office to ensure accurate, effective contract language. Supports Board of Supervisors' Executive Administrative Assistants with Economic Development Grant documents and provides annual follow-up documentation to recipient entities for audit purposes. Under the direction of the Deputy Director Finance, is responsible for communicating with external public entities, contractors, and consultants regarding status of bids and contract documents. Prepares Requests for Proposals based on information provided by requesting departments. Prepares legal advertisements and coordinates dates to coincide with Board meeting dates. Under the direction of the Deputy Director Finance, prepares and sends out Notice to Proceed letters and Non-Award letters to bidders; completes purchase requisition for Bid, SOQ/RFQ, Contract and Informal-Bid awards. Works under the guidance of the Deputy Director Finance, to achieve the overall effective and lawful operation of the County's procurement process: obtaining quality goods and services at the greatest economy; researching and interpreting market prices for application to procurement needs; in a consistently timely and efficient manner. 65%
Under the guidance of the Deputy Director Finance, prepares, tracks and reports lease agreements for GASB 87 and Subscription Based Information Technology Agreements (SBITA) for GASB 94. Provides information and reporting to assist in the preparation of the annual financial statements and annual audit. 10%
Assists Deputy Director Finance with maintenance of Digital Contract Management Software. Communicates clearly with Purchasing Agent and Deputy Director Finance to ensure timely completion of all assigned projects. 25%
Performs other duties as assigned. BUDGET RESPONSIBILITIES
This position has no responsibility over any types of budget.
PROJECT RESPONSIBILITIES
Provides project research support and clerical support on organizational planning projects. ORAL COMMUNICATION DUTIES
This position trains colleagues, explains County procedures or processes and conducts public bid openings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails, contracts, formal letters, procurement agenda items County-wide, proposals, reports and Board of Supervisors presentations.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Regularly (More than 55% but less than 70% in a year)
Minimum Education/Directly Related Experience Required MINIMUM EDUCATION REQUIRED
Associate's Degree in Accounting, Public or Business Administration or a related field; or equivalent combination of education, training and experience.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years' experience in public government procurement; or any equivalent combination of experience, training and education.
PROFESSIONAL CREDENTIALS REQUIRED
Must possess and maintain a valid Driver's License.
Supplemental Information KNOWLEDGE REQUIRED
Purchasing principles and practices; purchasing methods and processes with a government environment; Statutes and regulations governing purchasing activities; requests for bid and quotation processes; fundamental principles and techniques used in bookkeeping and accounting; applicable State and Federal Statutes, rules, codes and regulations; automated accounting systems; accounting documentation and reporting; principles of record keeping and records management; standard office software applications.
SKILLS REQUIRED
Active listening, ability to manage workload between purchasing staff, communicating diplomatically, customer service, problem recognition, problem solving, time management, typing and data entry. Maintaining accurate and interrelated accounting records and identifying and reconciling errors; coordinating County purchasing activities and performing a variety of purchasing-related functions; multi-tasking a variety of projects and managing priorities and tasks to meet schedules and timelines.
ABILITIES REQUIRED
Accurately update accounting information records; focus and make sense of multiple data; multi-task; perform accurate data entry and mathematical calculations; read, interpret and apply policies, procedures and instructions; ensure compliance with accounting regulations, standards and policies; maintain and coordinate lease programs and third party leases; administer on-line purchasing capabilities for County Departments; communicate effectively verbally and in writing and maintain calm demeanor in stressful situations.
PHYSICAL DEMANDS
Regularly sits to complete report; regularly sits to operate computers; regularly sits to attend to other duties. Routinely lifts under 10 lbs. of work related materials or equipment; rarely lifts up to 25 lbs. Constantly requires dexterity for keyboard operation.
WORK ENVIRONMENT
Incumbents in this position perform work in an office environment where the physical demands require sitting for extended periods of time; may work under stress of deadlines.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk. Occasionally, may be exposed to telephone or in-person verbal abuse by customers or general public.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can result in unfavorable public perceptions and legal ramifications. To learn more details, visit our page.
$53,991.00 - $67,489.00 Annually Location :
Globe, AZ Job Type:
Full-Time Job Number:
25-040 Department:
Finance Opening Date:
06/01/2025 Closing Date:
8/1/2025 11:59 PM Arizona
Purpose of the Job The purpose of this position is to provide detailed, technical procurement and administrative work under the direction of the Deputy Director Finance.
Essential Duties and Responsibilities SUPERVISORY RESPONSIBILITIES This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT
Under the direction of the Deputy Director Finance, is responsible for compiling and preparing digital bid documents, Request for Proposals, including advertising, vendor inquiries and recommendation for award of contracts. Under the direction of the Deputy Director Finance, prepares contracts, IGAs, and MOUs and enters contract information accurately in Digital Contract Management System for Purchasing Agent data entry into County's ERP. As assigned, inputs items in the automated Board of Supervisors agenda software system. Administers active contracts and proactively schedules timely renewals for seamless operations. Maintains templates and prepares individual procurement documents including but not limited to: Invitations to Bid and formal/informal Requests for Quotations. Maintains digital procurement documents including log for Calls to Bid, formal/informal Requests for Quotations; Addenda, Requests for Proposals, and other documents as needed. Distributes, advertises in newspaper, coordinates and mails Call for Bid packets, and provides assistance with recommending bid awards as required. In collaboration with Deputy Director Finance, coordinates with County Attorney's Office to ensure accurate, effective contract language. Supports Board of Supervisors' Executive Administrative Assistants with Economic Development Grant documents and provides annual follow-up documentation to recipient entities for audit purposes. Under the direction of the Deputy Director Finance, is responsible for communicating with external public entities, contractors, and consultants regarding status of bids and contract documents. Prepares Requests for Proposals based on information provided by requesting departments. Prepares legal advertisements and coordinates dates to coincide with Board meeting dates. Under the direction of the Deputy Director Finance, prepares and sends out Notice to Proceed letters and Non-Award letters to bidders; completes purchase requisition for Bid, SOQ/RFQ, Contract and Informal-Bid awards. Works under the guidance of the Deputy Director Finance, to achieve the overall effective and lawful operation of the County's procurement process: obtaining quality goods and services at the greatest economy; researching and interpreting market prices for application to procurement needs; in a consistently timely and efficient manner. 65%
Under the guidance of the Deputy Director Finance, prepares, tracks and reports lease agreements for GASB 87 and Subscription Based Information Technology Agreements (SBITA) for GASB 94. Provides information and reporting to assist in the preparation of the annual financial statements and annual audit. 10%
Assists Deputy Director Finance with maintenance of Digital Contract Management Software. Communicates clearly with Purchasing Agent and Deputy Director Finance to ensure timely completion of all assigned projects. 25%
Performs other duties as assigned. BUDGET RESPONSIBILITIES
This position has no responsibility over any types of budget.
PROJECT RESPONSIBILITIES
Provides project research support and clerical support on organizational planning projects. ORAL COMMUNICATION DUTIES
This position trains colleagues, explains County procedures or processes and conducts public bid openings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails, contracts, formal letters, procurement agenda items County-wide, proposals, reports and Board of Supervisors presentations.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Regularly (More than 55% but less than 70% in a year)
Minimum Education/Directly Related Experience Required MINIMUM EDUCATION REQUIRED
Associate's Degree in Accounting, Public or Business Administration or a related field; or equivalent combination of education, training and experience.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years' experience in public government procurement; or any equivalent combination of experience, training and education.
PROFESSIONAL CREDENTIALS REQUIRED
Must possess and maintain a valid Driver's License.
Supplemental Information KNOWLEDGE REQUIRED
Purchasing principles and practices; purchasing methods and processes with a government environment; Statutes and regulations governing purchasing activities; requests for bid and quotation processes; fundamental principles and techniques used in bookkeeping and accounting; applicable State and Federal Statutes, rules, codes and regulations; automated accounting systems; accounting documentation and reporting; principles of record keeping and records management; standard office software applications.
SKILLS REQUIRED
Active listening, ability to manage workload between purchasing staff, communicating diplomatically, customer service, problem recognition, problem solving, time management, typing and data entry. Maintaining accurate and interrelated accounting records and identifying and reconciling errors; coordinating County purchasing activities and performing a variety of purchasing-related functions; multi-tasking a variety of projects and managing priorities and tasks to meet schedules and timelines.
ABILITIES REQUIRED
Accurately update accounting information records; focus and make sense of multiple data; multi-task; perform accurate data entry and mathematical calculations; read, interpret and apply policies, procedures and instructions; ensure compliance with accounting regulations, standards and policies; maintain and coordinate lease programs and third party leases; administer on-line purchasing capabilities for County Departments; communicate effectively verbally and in writing and maintain calm demeanor in stressful situations.
PHYSICAL DEMANDS
Regularly sits to complete report; regularly sits to operate computers; regularly sits to attend to other duties. Routinely lifts under 10 lbs. of work related materials or equipment; rarely lifts up to 25 lbs. Constantly requires dexterity for keyboard operation.
WORK ENVIRONMENT
Incumbents in this position perform work in an office environment where the physical demands require sitting for extended periods of time; may work under stress of deadlines.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk. Occasionally, may be exposed to telephone or in-person verbal abuse by customers or general public.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can result in unfavorable public perceptions and legal ramifications. To learn more details, visit our page.