Purchasing Specialist

Applications will be accepted until June 7, 2026, or until we receive 80 applications, whichever happens first. Candidates should submit their materials online as soon as possible to ensure consideration

$78,208.00 – $104,811.20 Annually

DEFINITION

Under general supervision, performs purchasing responsibilities in accordance with District standards, policies, and legal requirements, ensures compliance with same; prepares, reviews, and processes purchase requests and purchase orders; assists in the preparation of Requests for Proposals and reviews submissions; provides a wide range of administrative support related to purchasing functions; and performs related duties as assigned.

CLASS CHARACTERISTICS

This single incumbent position is responsible for a wide variety of routine to complex technical and administrative duties in support of the Purchasing department, with occasional instruction or assistance; works individually within a framework of established policies and procedures. 

SUPERVISION RECEIVED AND EXERCISED

This position reports to the Purchasing and Utility Billing Manager. It does not supervise any staff but may provide training and guidance to staff. The Purchasing Specialist has some authority to approve or reject purchase requisitions and purchase orders within the parameters of the Purchasing Policy.

Essential Functions

Essential functions include, but are not limited to, the following:

• Prepares, reviews, and evaluates District purchase requisition (PR) and purchase orders (PO) for accuracy and completion; prepares and reviews all District PRs and POs submitted via Computerized Maintenance Management System (CMMS) including, but not limited to, verifying required documentation & approvals, general ledger account numbers, and project & work order numbers; reviews budget documents to confirm funding availability; ensures all purchases comply with all purchasing policies;
• Confers with all staff to obtain required information and resolve questions regarding purchase requirements; serves as liaison for the purchasing department with other departments and staff; trains all staff on the District’s purchasing practices, including online systems, policies, and procedures; identifies opportunities to educate staff on alternative purchasing options that are beneficial to the District;
• Assists in developing contract and bid documents required for Request for Proposals (RFP), Request for Qualifications (RFQ), and Invitation for Bids (IFB); evaluates alternatives and may recommend contract awards; 
• Serves as a liaison for the purchasing department with District customers, vendors, and outside agencies; communicates and educates vendors and staff regarding purchasing policies, practices, and procedures and non-compliance issues; may communicate regarding pricing as directed;
• Performs administrative and clerical duties as needed; purchases office supplies and accessories for District-wide use; orders stock and non-stock items; creates, processes, organizes, and maintains purchasing files in various formats and databases;
• Assists in preparing and updating District-wide purchasing policies and procedures; keeps informed on updates to government purchasing best practices, laws, or regulations; offers suggestions and recommendations for process improvement;
• Coordinates purchasing budget close process; closes requisitions and purchase orders.
• Operates copiers and a variety of office equipment; utilizes various computer software and programs required for the work;
• Performs duties in a professional manner and works well with others or in a team setting;
• Establishes and maintains cooperative working relationships with co-workers, outside agencies, and the public;
• Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
• Observes safe work practices and safety methods; performs other duties as assigned.
• Performs related duties as assigned.

Typical Qualifications

Ideal Candidate Traits

• Experience monitoring and prioritizing purchase requisitions for processing;
• Clear and professional communicator, able to explain procedures and assist employees throughout the agency;
• Demonstrated organizational and analytical skills, attention to detail;
• Experience applying purchasing policies and procedures for a government agency;
• Experience identifying and implementing process improvements.

Knowledge, Skills, and Abilities

Knowledge of:

• Principles, practices, and methods of government purchasing, including federal, state, and local regulations; applicable District rules and regulations;
• Supplier relationship and practices regarding pricing, shipping and invoicing;
• Methods and practices used in ordering materials, supplies, and equipment;;
• Record-keeping practices and procedures related to purchasing, including tracking insurance, vendors, proposals, qualifications and bid requests; 
• Contemporary office equipment and software; mathematical functions related to the work;

Ability to:

• Analyze, review, and correct detailed purchase requisitions and purchase orders; evaluate proposals, quotes, and bids;
• Communicate clearly and concisely, both orally and in writing; understand, explain, and apply policies and procedures;
• Understand and apply legal requirements of public purchasing; understand and apply District purchasing policies and procedures;
• Assist in developing and standardizing purchasing procedures; resolve vendor issues with direction;
• Perform mathematical calculations;
• Understand and carry out oral and written instructions; work independently, set priorities, and organize work;
• Utilize standard office and computer equipment proficiently;
• Establish and maintain effective working relationships.

Education & Experience

Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain this knowledge and abilities would be: high school graduation or equivalent, and three years of experience in government agency finance, including reviewing purchase requisitions, RFPs, and enforcing policy compliance. 

Licenses, Certificates, and Special Requirements

• None required; however, position-related certificates and licenses will be noted.

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees may be required to wear and/or use personal protective and other safety equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, employees are frequently required to sit, talk, or hear; use hands and fingers to grasp and feel objects, tools, or controls; and reach with hands and arms. Employees are occasionally required to walk. Employees must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision and the ability to adjust focus. 

Environment: Office environment. Frequently works in or around areas with minor amounts of dust. Some work done on ladders up to 4 feet above ground. Noise level is usually quiet.