Purchasing Specialist

Meet Santa Margarita Water District 

Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship. 

Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters. 

Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. 

Santa Margarita Water District’s values include: 

• Exemplary service excellence 
• Intelligent innovation that is forward-thinking and adaptive 
• Ethical fiscal responsibility and transparency 
• Environmental and resource stewardship 
• Employee development and leadership training 
• Building relationships that strengthen communities 

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed by individual positions

JOB SUMMARY

Under general supervision, independently performs routine purchasing and procurement responsibilities for a variety of materials, supplies, services and equipment in accordance with District standards and policies and all applicable legal requirements; ensures that District staff is compliant with Board-adopted procurement policies and procedures; considers costs, quality, reliability of source and urgency of need; analyzes quotes received, negotiates goods and services as needed, processes purchase orders and performs related duties as assigned; and understands of basic accounting as associated with purchasing.

DISTINGUISHING CHARACTERISTICS

The Purchasing Specialist performs a variety of complex purchasing transactions for a wide range of materials, supplies, services and equipment for District departments in compliance with established regulations, policies and standards. Assigned work requires general knowledge of the functions applicable to an area of assignment and the ability to solve routine to moderately difficult problems. This position reports directly to the Purchasing Supervisor or his/her designee.

Essential Functions:

ESSENTIAL FUNCTION STATEMENTS 

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Receives, reviews and evaluates purchase requisitions and purchase orders for the procurement of supplies, equip­ment, materials and services; ensures information is complete, accurate, funding is available and order parameters are clear and understood.
2. Processes purchase requisitions and codes to correct general ledger account and project number; ensures proper requisition approvals are obtained. This includes reviewing accounting practices for determining the correct general ledger account. 
3. Confers with managers, supervisors and staff to obtain required information and resolve questions regarding purchase requirements.
4. Ensures competitive solicitation is performed when applicable to secure the best value for the District; verifies compliance with pertinent laws, regulations, codes, District policies, standards and purchasing thresholds.
5. Verifies all contracts are budgeted and Board approved. 
6. Monitors operations to ensure end-user needs for purchased items are met in a highly responsive, quality and cost-effective manner; collaborates with departments to ensure purchasing processes provide for an uninterrupted supply of inventory equipment, materials, supplies and services; tracks single-source purchases, ensuring District policies are followed.
7. Assists end users with obtaining required insurance information from vendors when services are to be performed on District property; maintains vendor certifications of insurance.
8. Assists in the preparation of Requests for Qualifications/Proposals for outside services as needed; may perform price/cost analyses and assess terms, including discounts, delivery conditions and the quality and suitability of supplies, materials and equipment; may evaluate and recommend the award of bids to appropriate vendors.
9. May solicit and recommend for award contracts for blanket purchase agree­ments; administers blanket purchase orders; coordinates the creation of change orders to agreements.
10. Serves as a liaison for the purchasing department with other departments, District personnel, customers, vendors and outside agencies; negotiates and resolves shipping and invoice discrepancies and level-of-service issues, or non-compliance with purchasing policies, practices and procedures.
11. Monitors vendor delivery dates, identifies past-due dates and contacts vendors to develop a course of action to expedite orders; interprets and explains applicable laws, regulations, codes and policies, and promptly responds to requests for emergency orders. 
12. Trains staff on the District’s purchasing practices including online systems, policies and practices. 
13. Ensures that vendors meet District needs; establishes, develops and maintains positive vendor relationships; researches, assesses, interviews and identifies existing and new vendors to select for products and services; educates vendors regarding purchasing policies and procedures; obtains accurate and complete price and delivery information, product literature and samples from suppliers.
14. Establishes, organizes and maintains applicable purchasing and vendor-related records, files, lists, forms and other documentation.
15. Performs fiscal year end close duties, closing and rolling forward the purchasing module to the new fiscal year.
16. Inputs accurate and complete information into computer database. 
17. Ensures vendors have active registrations with the Department of Industrial Registration (DIR) and/or System of Award Management (SAM) system, if applicable, prior to processing requisitions.
18. Responsible for purchasing office supplies, furniture and accessories as needed for staff; orders stock and non-stock items; maintains records.
19. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the fields of purchasing and procurement.
20. Assists prepare and update District-wide purchasing policies and procedures according to updates in law, state regulation, grantors etc. as necessary. 
21. Collect Form W-9’s from new vendors; assists with, prepare and issue the District’s annual Form 1099’s and Form 1096; stay abreast of federal and state laws and regulations that pertain to independent contractors.
22. Coordinates disposal and sale of surplus District assets following District policies and procedures and state requirements; maintain District records for all items disposed of or sold.
23. Assists with maintaining & training staff on the Districts P-Card Program and ensure adherence to District policies and procedures. 
24. Perform related duties and responsibilities as assigned.

QUALIFICATIONS

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education, Training and Experience:

Graduation from high school or GED equivalent supplemented by college-level course work in accounting, business or a related field and at least two years of progres­sively responsible professional purchasing experience, preferably in a government agency or utility.

Ability to: 

1. Analyze requisitions and purchase orders for accuracy, completeness and available funding.
2. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner.
3. Develop and maintain positive vendor relationships and effective working relationships with all those encountered in the course of work.
4. Understand, interpret, explain and apply District and state laws and regulations governing purchas­ing procedures.
5. Negotiate effectively on behalf of the District with vendors, suppliers and contractors.
6. Prepare clear, accurate and concise specifications, agreements, contracts, records and reports.
7. Assist and educate District staff on the purchasing system, policies and procedures.
8. Operate a computer, standard business software and a variety of computer software programs and databases related to purchasing and contracts.
9. Use tact, discretion and diplomacy in dealing with concerned customers, contractors and vendors.
10. Reach sound decisions in accordance with District policies and procedures.
11. Prepare clear and accurate reports, documents, data entries and files.
12. Prioritize duties and perform a variety of complex purchasing assignments.
13. Communicate effectively, both orally and in writing. 
14. Understand and follow written and oral instructions. 

Knowledge of:

1. Principles, practices, methods and techniques of public agency purchasing, including competitive bidding procedures.
2. District and state laws, regulations, policies and procedures governing District purchasing activities, including knowledge of the Uniform Commercial Code (UCC), FAR, & State Procurement Codes.
3. Sources and types of equipment, products, commodities and services used by a water district.
4. Uses and operations of automated purchasing systems.
5. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
6. Safety policies and safe work practices applicable to the work.
7. Uses and operations of computers, standard business software and specialized database and spread­sheet applications. 
8. Generally accepted accounting principles.
9. Audit requirements associated with the oversight of purchasing and contracting, including internal controls and segregation of duties as they related to purchasing.

Additional Information:

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands

While performing the duties of this job, the employee is regularly required to sit for extended periods, walk and stand; talk and hear; bend, twist, stoop, reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift up to 25 pounds unaided.

Specific vision abilities required for this job include close vision and the ability to adjust focus. 

Mental Demands

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathe­matical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interrup­tions and multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public.

WORK ENVIRONMENT

The employee works in an office environment where the noise level is usually quiet to moderate.