04/12/2006 02654

QUALITY ASSURANCE SPECIALIST

DEFINITION: This is specialized administrative and technical work within the Department of General Services in the quality control and supplier management of goods and services procured for the Commonwealth. An employee in this job is responsible for the verification of quality levels for the statewide procurement of goods and services. Work involves monitoring and on-site auditing of goods and services procurement activities to ensure compliance with requirements of procurement specifications, standards, and specified bid requirements. This includes establishing methods to measure and document the supplier’s performance, and the overall performance of the Commonwealth’s procurement staff. Contacts are maintained with using agency representatives, agency procurement staff, manufacturing representatives, and suppliers. Work is performed with considerable independence and is reviewed by a technical supervisor through conferences, reports, and an overall evaluation of program results.

EXAMPLES OF WORK: Works in conjunction with each Commodity Team to develop a strategic and operational supplier quality plan.

Inspects and reviews plans, specifications, and test documentation to ensure that goods and services purchased by the Commonwealth meet quality standards and specifications, and state and federal policies, regulations, and laws.

Develops a supplier Corrective Action Program (CAP) and monitors the supplier’s quality nonconformance corrective action submittals to ensure compliance with quality goals, delivery, and inventory performance.

Conducts on-site supplier quality audits by scoring suppliers, and compiling technical reports, and providing recommendations and corrective actions to improve supplier performance and reduce overall supplier costs.

Uses root cause analysis to identify quality issues with materials or services, and makes recommendations for improvement or change.

Writes specifications, bid descriptions, and statements of work for the purchase of commodities and services, to include those of a technically complex nature, such as a mobile satellite uplink station.

Ensures procurement results are valid based upon agency needs, relevant data, applicable state and federal rules, regulations, and procedures.

Consults and collaborates with agency procurement staff, program staff, outside laboratory representatives, manufacturing representatives, and suppliers to monitor and evaluate the appropriateness and quality of goods and services, ensure competitive bidding, and remain up-to-date with current technologies.

Carries out evaluation of commodities before and after award of bids by evaluating service requirements and manufacturers’ warranties reviews and verifies certificates of compliance for authenticity, and establishing and maintaining a qualified products list (QPL).

Carries out lifecycle cost analysis and analyzes data from agency and supplier input using reference books, the Internet, industry standards, federal specifications, etc. as resource guides for commodities such as vehicles, food, food service equipment, textiles, computers and other electronics, custodial and maintenance supplies and equipment, chemicals, or operational services.

Prepares reports of findings and recommendations in connection with lifecycle cost analysis.

Works in conjunction with procurement staff on the evaluation of highly technical bids.

Reviews agency requests to establish or change material/service part numbers.

Maintains a database for all suppliers’ Corrective Action Reports (CAR) submitted.

Develops and implements measuring methods for verification of minimum quality levels for goods and services.

Prepares documents for use by other procurement staff to evaluate the performance of suppliers.

Establishes contracts with laboratories to provide commodity testing.

Reviews data from contracted laboratories and prepares reports.

Creates and maintains an index of laboratories and their testing capabilities.

Analyzes and interprets departmental, state and federal specifications and standards, policies and procedures, and rules and regulations to ensure quality compliance of goods and services.

Monitors agency activities to ensure contract compliance.

Monitors women and minority supplier business relationship activities.

Performs related duties as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of standards and evaluation methods used to assess the quality and value of a wide variety of goods and services.

Knowledge of marketing practices and pricing methods.

Ability to learn, enforce, and adhere to current policies, procedures and procurement practices and methods for supply chain management for the Commonwealth.

Ability to learn the techniques, types, characteristics, and sources of goods and services commonly used by Commonwealth agencies, boards, and commissions.

Ability to learn governmental procurement methods and procedures and the policies, rules, and regulations governing the acquisition of Commonwealth commodities.

Ability to determine procurement processes and coordinate supply chain activities to secure the best value for commodities.

Ability to collect, record, and evaluate information and to identify problems and non-compliance issues.

Ability to analyze, advise and interpret procurement data, standards and grade levels.

Ability to express ideas clearly and concisely both verbally and in writing.

Ability to establish and maintain effective working relationships with suppliers, agency and industry staff, and the public.

MINIMUM EXPERIENCE AND TRAINING: Two years of supplier management experience including supplier quality audits, root cause analysis, commodity evaluations, defining procurement requirements and standards, or supply chain management; and a bachelor's degree;

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Six years of supplier management experience including supplier quality audits, root cause analysis, commodity evaluations, defining procurement requirements and standards, or supply chain management;

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An equivalent combination of experience and training which included supplier quality audits, root cause analysis, commodity evaluations, defining procurement requirements and standards, or supply chain management.