Purchasing Specialist

Manage and coordinate the procurement of goods and services in compliance with purchasing policies and procedures.

• Oversee, coordinate, and perform the procurement activities for all goods and services.  Negotiate pricing and contract terms and conditions; Prepare and execute negotiated contractual documents and binding agreements.
• Prepare, process, and or review purchase requisitions for accuracy and verify compliance with established purchasing policies; Ensure appropriate funding allocation is assigned; Contact and receive informal quotes from appropriate vendors; compare costs and evaluate the quality and suitability of equipment, materials and supplies; Convert requisitions to electronic purchase orders and provide a copy of the purchase order to the appropriate division and vendor.
• Maintain strong vendor relationships; set supplier performance expectations and proactively resolve performance issues; Follow up with staff, users and vendors to discuss defective or unacceptable goods or services and determine corrective plan of action.
• Participate in the vendor selection process (analyze business requirements, search for vendors, conduct RFI/RFQ/RFP process, evaluate and select vendor).  Recommend potential vendors and purchases based on user specifications and vendor evaluations.
• Oversee the RFI, RFQ, and RFP process.  Prepare and review bid documents for accuracy and compliance with purchasing policy/regulations.  Ensure proper advertising and distribution of bid documents to vendors.  Monitor purchase orders, contracts, bids and budgetary expenditures; Expedite delivery for the purpose of accurate allocation of funds
• Maintain an accurate Property Accounting Assets inventory in the MUNIS system.  Submit receipts and copies of invoices to Property Accounting for the allocation of office equipment with a dollar value equal to or greater than specific capitalization thresholds; Coordinate the tagging, transfer, movement, and disposal of Property Accounting Equipment.
• Conduct and coordinate with the Orange County BOCC an annual inventory of Property Assets; Prepare requests for removal and disposal of surplus items.
• Performs the role of Purchasing Card Program Administrator; Manage lines of credit, online accounts, reporting requirements, and ensures that all expenditures associated with the Purchasing Card Program are in accordance with established policy; Mitigate risk by reviewing for compliance.
• Track, monitor, and manage contract and lease expirations to eliminate any lapse in service agreements.

• Strategically evaluate and analyze market trends to determine material costs, availability and lead times; Research vendors, potential cost, contract agreements, and provide a full analysis of the good or service; Disseminate information to key staff members.
• Maintain detailed documentation of purchases; Provide appropriate information to accounting; Ensure availability of documentation and compliance with established policies and regulatory guidelines. Review and evaluate invoices for any potential discrepancies.
• Train Supply Clerks and Management on current purchasing policies, procedures and best practices.  Assist divisional supply clerks in procuring goods and services; Meet with Management and divisional supply clerks annually, or as needed.

Minimum Qualifications

Required:

• Bachelor’s degree in Business Management, or a closely related field.  Two to three years of purchasing experience in a variety of general and specialized areas such as shipping/receiving, warehousing, filing, or basic accounting. Work with little or no supervision.
• Demonstrate knowledge of purchasing policies and regulations.
• Join and attend professional associations to continue to grow and network professionally.
• Strong organizational skills and attention to detail
• Demonstrate effective decision making and analytical capabilities
• Collect and analyze data and propose solutions for purchasing related issues. Learn quickly, organize, prioritize, and initiate activities in an efficient manner.
• Clear and concise documentation and professional communication
• Possess negotiating and purchasing skills in order to pursue vendors to obtain the lowest price by being consistent and demanding.
• Practice patience, be clear and up front on Clerk and vendor expectations, and have the ability to defuse any arguments with end users.
• Possess a working knowledge of computers.

Computer Equipment and Software Requirements:                  

• This position requires the ability to work with a personal computer in a Windows environment.  The ability to utilize MS Office applications including Word, Excel, PowerPoint, Internet Explorer, and Outlook is necessary.  Experience with MUNIS, Odyssey, fixed asset and purchasing programs are preferred.

Physical Requirements:

Continuously: Sitting (for long periods of time)

Frequently: Walking

Occasional: Standing, carrying, pushing, lifting (up to 50Ibs), pulling, stooping, kneeling, crouching, reaching