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ARMY POSITION DESCRIPTION
 

PD#: DZ412622

Sequence#: VARIES

Replaces PD#:   

PURCHASING AGENT

GS-1105-08

Organization Title:

POSITION LOCATION:

Servicing CPAC: FORT GORDON, GA

Agency: VARIES

Installation: VARIES

Army Command: VARIES

Region: SOUTH CENTRAL

Command Code: VARIES

POSITION CLASSIFICATION STANDARDS USED IN CLASSIFYING/GRADING POSITION:

Citation 1: OPM PCS PURCHASING SERIES, GS-1105, MAR 93

Supervisory Certification: I certify that this is an accurate statement of the major duties and responsibilities of this position and its organizational relationships, and that the position is necessary to carry out Government functions for which I am responsible. This certification is made with the knowledge that this information is to be used for statutory purposes relating to appointment and payment of public funds, and that false or misleading statements may constitute violations of such statutes or their implementing regulations.

 

Supervisor Name:  

Reviewed Date:

Classification Review: This position has been classified/graded as required by Title 5, U.S. Code in conformance with standard published by the U.S. Office of Personnel Management or if no published standards apply directly, consistently with the most applicable published standards.

 

Reviewed By: DCA FORT GORDON GA

Reviewed Date: 02/04/2013

POSITION INFORMATION:

Cyber Workforce:

  • Primary Work Role: VARIES
  • Additional Work Role 1: VARIES
  • Additional Work Role 2: VARIES

FLSA: NON-EXEMPT

FLSA Worksheet: NON EXEMPT

FLSA Appeal: NO

Bus Code: VARIES

DCIPS PD: NO

  • Mission Category: VARIES
  • Work Category: VARIES
  • Work Level: VARIES

Acquisition Position: YES ***

  • CAP: Y
  • Career Category: PURCHASING
  • Career Level: INTERMEDIATE LEVEL II

Functional Code:  

Interdisciplinary: NO

Supervisor Status: VARIES

PD Status: VERIFIED

CONDITION OF EMPLOYMENT:

Drug Test Required: VARIES  

Financial Management Certification:

Position Designation: VARIES

Position Sensitivity: VARIES

Security Access: VARIES

Emergency Essential:   

Requires Access to Firearms: VARIES

Personnel Reliability Position: VARIES

Information Assurance: VARIES

Influenza Vaccination: NO

Financial Disclosure: VARIES

Financial Disclosure: YES **  

Enterprise Position: VARIES

POSITION ASSIGNMENT:

Competitive Area: VARIES

Competitive Level: VARIES

Career Program: VARIES

Career Ladder PD: YES

Target Grade/FPL: 08

Career Pos 1: DZ412582  GS-1105-05

Career Pos 2: DZ412583  GS-1105-06

Career Pos 3: DZ412586  GS-1105-07

Career Pos 4: DZ412622 GS-1105-08

Career Pos 5:    

Career Pos 6:   

POSITION DUTIES:

MAJOR DUTIES:

1. Serves as the Alternate Installation Agency Program Coordinator in the Management and administration of the installation government commercial purchase card program. Reviews requests for cardholder authority and recommends approval or denial to the Director. Reviews and assesses bank reports to determine if changes are posted and initiates action to correct discrepancies. Maintains data base on credit card holders. Assists agency program coordinator in monitoring controls to ensure individuals are operating within the scope and limitations of their authority, obtaining valid requirement to support purchases, obtaining fund certification, distributing purchases equitably among qualified and interested suppliers, determining fair and reasonable prices, and comply with contracting standards of conduct. Assist in conducting edits of statement of accounts and detailed, systematic, and comprehensive evaluation of organization'’ buying procedures and records. Provides evaluation results and other requested information/data to other agencies such as AAA, IG, CID, etc.

a. Performs detailed analysis of credit card transactions to determine compliance with contract, regulations, and policies. Investigates instances of possible abuse or noncompliance and recommends termination of authority or other corrective actions when necessary to protect the Government’s interest.

b. Serves as the alternate liaison between procurement and non-procurement cardholders, merchants, the GSA government commercial purchase card service provider, and approving certifying official. Assist with Coordination of resource, finance, and supply managers in implementing program changes, developing local polices/operating procedures, and resolving problem areas. Resolves problems associated with purchases. Coordinates, processes, or monitors all disputed purchases, credits, or billing errors. Ensures that appropriate items are purchased and that credit card contractors have equitable settlements. Assists customers in finding procurement sources.

c. Assist in developing instructional material and conducts formal classroom training for all cardholders, approving and certifying officials in absence of Agency Program Coordinator. Training topics cover purchases card use; delegated authority; procurement ethics; Federal, Defense, Army, MACOM, and local regulations, policies and procedures; simplified purchase procedures; mandatory sources of supply, and small business set-aside requirements. Ensures that course material is adequate to meet regulatory requirements for personnel nominated to receive delegated procurement authority appointments. As required, conducts re-certification training. 50%


2. Exercises specialized purchasing responsibility and makes final purchasing obligations subject to signatory approval only, utilizing simplified acquisition procedures. Researches the market to determine commercial practices for the commodity assigned. Under the simplified acquisition procedures, selects sources of procurement and means of solicitation, prepares Requests for Quotation (RFQ), utilizes the electronic commerce mechanisms to issue pre-solicitation notices and solicitation documents and receive offers or obtains oral or written quotes, evaluates quotes, and contacts using agency when warranted to determine acceptability of proposed products and services and/or proposed delivery dates and performance schedules. Prepares award documentation. Develops special clauses relating to such matters as specifications, testing, inspections, acceptance, payments, shipping and special handling. Selects contractor to which order is to be placed.

a. Screens purchase requests to determine proper authority to purchase, adequacy of description, availability of funds and conformance with existing GSA and other contracts. Evaluates acquisition requirement for potential for use of options and special clauses. Documents use of special requirements in determination and findings document. Determines the method of purchase for assigned acquisitions as particular order, i.e., purchase order or, delivery order. Due to the technical nature of the goods or services purchased (i.e., IT equipment and maintenance, individual services, repair and maintenance, etc.); frequent meetings with vendors and other company representatives as well as requiring activity personnel are required. Evaluates and determines the specific capabilities of vendor goods as compared to procurement needs, specialized work schedules, contract clauses, delivery schedules and interface problems.

b. Determines whether the purchase will be made on the open market, through government-wide indefinite delivery contracts, or through intra-governmental sources such as GSA or UNICOR. Uses electronic commerce (such as the Army Single Face to Industry, FedBizOps, and GSA E-buy), or other appropriate sources of supply by soliciting other vendors through personal contact or in writing. Posts proposed actions exceeding $10,000.00 for public review and issues pre-solicitation notices for acquisitions over $25,000.00, unless urgency of need is justified or single source negotiation will be conducted with a small disadvantaged business under the 8A Program.

c. Through personal performance, accomplishes the most complex technical and specialized actions requiring knowledge of the techniques of negotiation. Commercial supply sources aid common business practice with respect to sale, prices, discount, deliveries, stock handling charges and transportation costs. Items purchased includes, but are not limited to, the more complex commercial and specialized supplies services and construction; Typical items are commercial items and are procured using electronic purchasing procedures, Insures all critical information is included in the solicitation package. Develops unique selection criteria for each purchase. Identify which factors (e.g., age and kind of equipment skill or the operator, reliability of services) in addition to price, delivery and transportation terms. Will be essential in determining the best offer. Analyze and compare each vendor's offer using these criteria. Frequently evaluations involve difficult decisions because the competing vendors have different strengths.

d. If vendors allege errors in the price or delivery schedule prior to accepting or performing an order, issues a modification showing corrective action to include a revised price or delivery schedule or cancellation of order, etc. If errors occur after accepting or performing an order, investigates all allegations of error and submits recommendations to the Contracting Officer.

e. Takes all appropriate follow-up action with regard to delayed deliveries. After reviewing the causes of such delays, may modify the contract to extend delivery dates or cancel the order. When purchased items are reviewed, adjusts for overages, shortages, damaged or unauthorized substitutions.

f. Responsible for the administration of awarded orders to include exercising options.

g. Appoints qualified Contracting Officer Representatives (COR) for services. Responsible for yearly COR file inspections. Inspects Ordering Officer Files.

h. Utilizes the Standard Procurement System (SPS) and Electronic Commerce (EC) and banking systems in order to perform the keeping and maintenance functions. 40%

3. Conducts research and drafts correspondence and e-mails/faxes to commercial firms and other Government agencies relative to procuring maintenance, supplies, and services; includes issuing modifications and change orders, initiating letters to contractors and requesting additional funds. Receives and makes telephone calls to disseminate information as to awards made, processing emergency requests, arranging for emergency pick-up of supplies, checking on delinquent deliveries and taking action to expedite shipments. Contacts using agency advising them of any inconsistencies apparent in receiving reports and having the differences coordinated with the contracts so all data will be in agreement and places order in final form. Coordinates procurement actions with commodity managers and using activities. Contacts customers or contractors in situations requiring special action such as substitution, changes in quantity and delivery dates. Receives numerous representatives who are soliciting business and/or inquiries pertaining to existing contracts. Answers questions regarding status of Government purchases. 10%

Performs other duties as assigned.


NOTE: *** This is an Army Acquisition and Technology Workforce position.

** Incumbent is required to submit a Financial Disclosure Statement, OGE-450, (5CFR Part 2634, Subpart I USOGE, 6/08). Executive Branch Personnel Confidential Financial Disclosure Report upon entering the position and annually, in accordance with DoD Directive 5500-7-R, Joint Ethics Regulation, dated 23 March 2006.


*** This is an Army Acquisition and Technology Workforce position.The employee must meet DoD 5000.52-M requirements applicable to the duties of the position.


CONDITIONS OF EMPLOYMENT:

1. The employee must meet DoD 5000.52-M requirements applicable to the duties of the position.

2. Employee is required to file annual financial disclosure statement.

3. Certification in Purchasing Level II required within 24 months.


FACTOR 1. Knowledge Required by the Position. FL 1-5; 750 PTS

-Knowledge of specialized technical purchasing methods and procedures in order to perform complex purchasing work to include purchases of special-purpose items and basic technical and professional services which require deviation from standard features. This requires knowledge of program objectives, technical terminology, and uses of equipment, services or construction procured sufficient to participate in planning, negotiation, administration and developing and selecting technical ranking factors of a variety of special purpose or specialized/technical supplies and equipment.

- Knowledge of Federal departmental or agency, and local contract laws, regulations. Bid procedures applicable to the acquisition and contract administration of extensive or unique equipment, services, or construction.

-Knowledge of negotiating, awarding and administering procedures for simplified acquisition from standard off-the-shelf to highly technical and complex commercial items, including services, which may require special modifications, have limited number of suppliers, are hard to locate requiring extensive search of non-local sources and frequently involve special provisions, development of special clauses and adaptation to contracts in order to make final purchase obligations.

- In-depth knowledge of informal open market methods and low bid or best value procedures in order to purchase a variety of pressing everyday operational needs for customers such as the School of Information Technology, the National Science Center Army Task Force, Military Intelligence units, and other deployable units. Knowledge of market research techniques, including methods of researching the Internet for sources of supply.

- Knowledge of basic arithmetic use in business to make simple comparisons of price, discounts, transportation costs, or similar terms.

-Knowledge of post-award procedures sufficient to resolve typical problems with deliverables; discusses equitable price adjustments for modifications.

- Requires knowledge of the database and skill to perform on a personal computer. A qualified typist is not required.

FACTOR 2. Supervisory Controls. FL 2-3; 275 PTS

- The supervisor makes assignments and issues initial instructions and supplemental guidance relating to new or changed procedures.

- Employee uses initiative to independently plan and carry out successive steps necessary to make purchases and uses accepted practices or procedures to resolve problems and deviations. Consults with supervisor or others to resolve unprecedented problems.

- Work is reviewed for conformance to regulations, policies, and procedures.

FACTOR 3. Guidelines. FL 3-3; 275 PTS

- Guidelines exist in the form of established procedures, i.e., regulations, SOPs, procurement history and Federal Supply Schedules but are not always completely applicable. Incumbent deals with specialized items and services purchased.

- Judgment is needed to interpret guidelines, adapt procedures and to resolve specific problems in order to negotiate simplified acquisition procedures and to make final purchase obligations. Such procurements are more difficult and complex because items are typically either new to the field, not in stock or must be made to order.

FACTOR 4. Complexity. FL 4-3; 150 PTS

- Work consists of duties involving different steps, processes, or methods in order to requisition purchases that range from standard off-the-shelf type to highly technical and complex buys for services including professional services (musicians, religious program support, instructors and counselors for family support and educational programs, environmental support, and specialized needs.

- Methods and procedures used to process purchasing actions vary according to circumstances of each individual case. Requisitions can require incumbent to persuade reluctant suppliers to submit bids and to discuss terms of purchase, special clauses, work schedules, and to give explanations for non-selection to bidders.

Incumbent makes decisions and considers the interrelationships of purchasing actions that affect technical or complex items, taking into account availability of funds, time for delivery, etc. Plans purchasing strategy, i.e., selecting sources of procurement, evaluating quotes, and selecting contractor. Incumbent utilizes single source and competitive procedures for non-commercial item acquisitions between $2,500.00 and the simplified acquisition threshold and for certain commercial item acquisitions up to $5M as assigned, evaluates RFQ, selects/recommends the most advantageous offer and prepares documents for signatory approval.

FACTOR 5. Scope and Effect. FL 5-3; 150 PTS

- The purpose of the work is to purchase technical and professional services that often deviate from standard features. The work affects the quality and timeliness of items and services purchased. Employee is expected to provide options to problems and implement solutions.

FACTOR 6 AND 7. Personal Contacts/Purpose of Contacts. FL 2B; 75 PTS

- Personal contacts are with a variety of suppliers and representatives to discuss terms of purchase, special clauses, work schedules, to give explanations for non-selection to bidders and to try and persuade reluctant suppliers to submit bids requiring seasoned judgment and great skill because of the specialized nature of the items and services purchased and required.

- Purpose of contacts is to plan and coordinate actions to prevent, correct or resolve delays or misunderstandings in the purchasing process. Contact with vendors is to discuss terms of purchase, special clauses, and work schedules, to give explanations for non-selection to bidders and to try and persuade reluctant suppliers to submit bids.

FACTOR 8. Physical Demands. FL 8-1; 5 PTS

- The work is primarily sedentary but requires some physical effort such as standing, walking or bending.

FACTOR 9. Work Environment. FL 9-1; 5 PTS

-Work is performed in an office setting that is adequately heated, lighted and ventilated.

TOTAL POINTS: 1685
POINT RANGE: 1605-1850
GRADE CONVERSION: GS-08



FLSA Evaluation:

____ Foreign Exemption

____ Executive Exemption
___ Exercises appropriate supervisory responsibility (primary duty)

___ Customarily and regularly exercises independent judgment

___ 80% test, if applicable (GS-5/6; Sit 1 & 2 WS supervisors; law
enforcement & firefighter supervisors thru GS-9)

______ Professional Exemption

___ Professional work (primary duty)

___ Intellectual and varied work (more than dealing with procedures/precedents)

___ Discretion & independent judgment

___ 80% test, if applicable (This virtually never applies since GS-5/6 positions
are trainees and other eligible employees are not professional)

____ Primary duty
___ Policy or
___ Management or general business or supporting services or
___ Participation in the executive/administrative functions of a management
official

___ Nonmanual work test
___ intellectual and significant (more than dealing with procedures/precedents), or
___ specialized & technical in nature requiring considerable training/experience

___ Discretion & independent judgment

___ 80% test, if applicable

Comments/Explanations (State which major duties/job functions are Exempt):

Conclusion: NON-EXEMPT

This position does not meet the criteria as defined in 5 CFR, part 551 and subsequent guidance and is therefore to be FLSA Non-Exempt.




 
** Incumbent is required to submit a Financial Disclosure Statement, OGE-450, (5CFR Part 2634, Subpart I USOGE, 6/08). Executive Branch Personnel Confidential Financial Disclosure Report upon entering the position and annually, in accordance with DoD Directive 5500-7-R, Joint Ethics Regulation, dated 23 March 2006.
 
*** Other Work Requirements:

This is a Critical Acquisition Position. Unless specifically waived by the appropriate Army official, (i.e., the Director of Acquisition Career Management, the Army Acquisition Executive, or the Secretary of the Army) or if the employee is Grandfathered under 10 U.S.C. 1736(c)(1), the following are statutorily mandated requirements (Reference: 10 U.S.C. 1732 and 1737):
- Selectee must be an Acquisition Corps (AC) member at the time of permanent selection for the position or have been granted a waiver.
- Selectee must execute, as a condition of appointment, a written agreement to remain in Federal service in the position for at least three years. In signing such agreement, the employee does not forfeit any employment rights, nor does such an agreement alter any other terms or conditions of employment.
 
This critical acquisition position requires certification in the acquisition career field of .


Fair Labor Standards Act (FLSA) Determination = (NON EXEMPT)

 

1. Availability Pay Exemption - (e.g., Criminal Investigators, U.S. Customs and Border Protection pilots who are also Law Enforcement Officers).

 

2. Foreign Exemption - (Note: Puerto Rico and certain other locations do not qualify for this exemption – See 5 CFR 551.104 for a list of Nonexempt areas.)

 

3. Executive Exemption:

    

a. Exercises appropriate management responsibility (primary duty) over a recognized organizational unit with a continuing function, AND

    

b. Customarily and regularly directs 2 or more employees, AND

    

c. Has the authority to make or recommend hiring, firing, or other status-change decisions, when such recommendations have particular weight.

 

4. Professional Exemption:

    

a. Professional work (primary duty)

    

b. Learned Professional, (See 5 CFR, 551.208 ) (Registered Nurses, Dental Hygienists, Physician’s Assistants, Medical Technologists, Teachers, Attorneys, Physicians, Dentists, Podiatrists, Optometrists, Engineers, Architects, and Accountants at the independent level as just some of the typical examples of exempt professionals). Or

    

c. Creative Professional, (See 5 CFR, 551.209 ) (The primary duty requires invention and originality in a recognized artistic field (music, writing, etc.) and does not typically include newspapers or other media or work subject to control by the organization are just some examples of Creative Professionals). Or

    

d. Computer Employee, (See 5 CFR, 551.210 ) ( must meet salary test and perform such duties as system analysis, program/system design, or program/system testing, documentation, and modification). Computer manufacture or repair is excluded (non-exempt work).

 

5. Administrative Exemption:

    

a. Primary duty consistent with 5 CFR 551 (e.g.; non-manual work directly related to the management or general business operations of the employer or its customers), AND job duties require exercise of discretion & independent judgment.

  FLSA Conclusion:
  Exempt
  Non Exempt


FLSA Comments/Explanations:

See above.


CONDITIONS OF EMPLOYMENT & NOTES:



POSITION EVALUATION:

Not Listed