CLASS SPECIFICATION

ALCOHOLIC BEVERAGE PURCHASING SPECIALIST

DEFINITION OF CLASS:
This is alcoholic beverage purchasing work which involves maintaining an adequate inventory of liquor/wine or beer items in the warehouse and obtaining special order liquor and wine items for licensees, County stores and the general public. Contacts include wineries, distillers, rectifiers, wholesalers and distributors to discuss inventory and orders and to resolve problems; trucking and rail company representatives to discuss shipping arrangements; customs broker to resolve problems with imported merchandise; other Departmental employees to discuss inventory, complaints, promotional items, etc; and licensees to give or to obtain information or resolve special order problems. This work involves limited public service/assistance as incumbents purchase alcoholic beverages which are offered for sale to the public only through the retail County stores, restaurants or licensees.
An employee in this class is responsible for purchasing stock and special order liquor, wine or beer items offered for wholesale or retail sale in the County. Purchasing liquor, wine and beer items involves knowledge of the alcoholic beverage market, County sales records, and inventory on hand in order to forecast demand and assure maintenance of inventory at cost-effective levels. The employee plans and carries out purchasing work independently with authority to sign purchase orders and approve or disapprove payment for unordered or damaged merchandise. Completed work is evaluated in terms of the adequacy and cost-effectiveness of stock levels maintained in the warehouse. Guidelines include alcoholic beverage importation, transportation, wholesale purchase and distribution laws and regulations as well as established, internal procedures and methods covering the purchase of alcoholic beverages. Methods and procedures may require adaptation and adjustments in order to accommodate market conditions, special orders, cancelled orders, receipt of unordered merchandise, production or distribution problems, overstocked items, and emergency situations (e.g., weather conditions, carrier delays). Decisions concerning what to order and how much to order are made complex by changing market conditions and sales trends, frequent introduction of new beverage items, fluctuating prices, complex shipping arrangements, unanticipated production and distribution delays, size of inventory, number of suppliers, and research needed to fill special orders (e.g., determining proper brand name and manufacturer, legality of sale in the State of Maryland, availability, cost and mode of shipment). An employee's effectiveness has a direct impact on the Department's sale and distribution of alcoholic beverages, as out-of-stock conditions result in loss of sales revenues for the Department and licensees. The work is primarily sedentary, performed in an office environment (only infrequently performed in the warehouse), and presents no significant hazards.

EXAMPLES OF DUTIES: (Illustrative Only)
Reviews product sales, market conditions, inventory on hand, planned promotions, outstanding merchandise, special orders, and price quotations in order to forecast demand and make a determination concerning the type and amount of liquor, wine or beer items to be ordered. Develops, signs, and submits purchase orders to suppliers .
Researches new items upon request from the public and/or county contractors, determining proper source, brand name, manufacturers, legality of sale, price quotations, shipping arrangements, and wholesaler/distributor.
Provides instructions to logistic carriers concerning points of origin, mode of transportation, point of delivery, etc., while insuring compliance with federal, state, and local regulations; consolidates stock and special order items to ensure the most cost-effective and expeditious delivery of items, some of which have a limited shelf-life.
Reviews open purchase orders, special orders, delisted stock, overage, and receiving records in order to adjust product amounts with suppliers, as necessary to control inventory.
Resolves problems with suppliers in such areas as replacement of merchandise not in conformance with specifications, cancellation of orders, and expediting orders.
Maintains, revises, and updates automated filing system of alcoholic beverage items, using various computer software packages; enters new items into file; assigns product number codes; establishes category of product according to class, type, gallonage, freight and other information; deletes unavailable items from the data base file.
Reviews receiving records from warehouse for accuracy; instructs
warehouse personnel in the correction of errors; approves or disapproves payment for unordered merchandise; arranges for manufacturer's pick up of unordered or unsold merchandise.
Prepares notification of new items or beer promotion reports for inclusion in the monthly newsletter.
May participate on committees by attending meetings and providing requested information.
Performs related duties as required.

MINIMUM QUALIFICATIONS:
Experience: Three (3) years experience purchasing, ordering, or merchandising liquor, wine, and beer products within a large scale operation.
Education: Completion of high school or High School Certificate of completion recognized in the State of Maryland.
Equivalency: An equivalent combination of education and experience may be substituted.
Knowledge, Skills and Abilities:
Considerable knowledge of alcoholic beverage items, brands, availability, manufacturers and market trends.
Considerable knowledge of purchasing procedures in a warehouse environment which requires maintenance of controlled inventory levels. Knowledge of applicable federal, state, and local laws governing wholesale purchase, distribution, importation, and transportation of alcoholic beverages.
Some knowledge of rail and truck/trailer shipping of alcoholic beverage products.
Ability to analyze data concerning product sales, market trends, planned promotions or specials, inventory on hand, and shipping arrangements in order to forecast demand of liquor, wine and beer items.
Ability to make adjustments in the purchase, transfer, sale, promotion, receipt or distribution of alcoholic beverage items in order to assure inventory levels according to budget and time constraints.
Ability to determine the best purchasing strategy for special order alcoholic beverage items based upon analysis of information gathered in research.
Ability to operate the Department's automated data system in order to access and update files and check orders and invoices.
Ability to establish effective working relationships with County employees, County contractors, industry contacts and the general public.
Ability to attend meetings or perform other assignments at locations outside the office, if necessary.

PROBATIONARY PERIOD:
Individuals appointed or promoted to this class will be required to serve a probationary period of six (6) months, during which time performance will be carefully evaluated. Continuation in this class will be contingent upon successful completion of the probationary period.

MEDICAL PROTOCOL: Medical History

Class Established: September, 1990
Revised: June, 1995(M)
April, 2010

Previously titled: Alcoholic Beverage Purchasing Agent