Procurement And Supply Specialist 4

State of Washington•Thurston County – Olympia, WA

5d•Hybrid

About The Position

This is an internal posting for current Commerce employees. At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places. Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. Let’s build what’s next, together. The Contracts and Compliance Division are highly competent, accurate, and thorough in all that we do. We proactively understand the applicable laws and policies in our day-to-day work, and we are able to articulate the ‘why’ behind them. In Office Services we strive to provide a robust support for the agency in Purchasing, Records Management, Public Disclosure, Facility and Fleet Management, and Safety and Risk Management. Our vision is to enable the agency to effectively serve communities, by promoting transparent governance, protecting public resources, and cultivating a secure and efficient work environment. The Procurement and Supply Specialist 4 position supervises agency purchasing and supply operations including oversight of the Purchasing Card Program. The role ensures compliance with the Department of Enterprise Services requirements. The position oversees card issuance, monitoring and fraud reporting, while providing training and audits to ensure accountability. It also manages inventory levels, equipment usage and mandatory contract compliance. Additionally, this Role supervises the Procurement and Supply Specialist 2 and 3 staff. This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week.

Requirements

Any combination of Seven (7) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving business, public administrative, or related field.
Minimum of two (2) years of substantial professional-level experience that must include any combination of 3 or more of the following: Applying statewide procurement rules, competitive processes, direct buy limits, and exemption requirements.
Managing statewide contracts, vendor management, and sourcing strategies.
Overseeing or supporting supply chain operations, inventory control, asset management, and economic order quantity principles.
Conducting market analysis, cost comparisons, and needs assessments to determine appropriate procurement methods.
Education includes college-level coursework, technical and/or vocational education, and / or certification programs in the following fields: business administration, supply chain management, procurement/acquisitions, finance, accounting, logistics, operations management, economics, or closely related fields
Examples of how to qualify: 7 years of experience
6 years of experience and 1 year of education
5 years of experience and 2 years of education
4 years of experience and 3 years of education
3 years of experience and 4 years of education

Nice To Haves

Advanced knowledge of: Sustainability purchasing requirements, Department of Ecology guidelines, and SEEP Executive Order expectations.
Minority and Women Business Enterprise (OMWBE) programs and supplier diversity initiatives.
Ability to interpret and apply POL-DES-125-03, WAC 200-300-086, RCW 39.26.251, and other relevant procurement regulations.
Proficiency with procurement systems, purchasing modules, asset tracking systems, and financial reconciliation tools.
Ability to develop and deliver training to individuals and groups on procurement processes, policies, and compliance.
Ability to evaluate supply and equipment usage data and manage agency-wide inventory.
Strong analytical skills to assess procurement risks, evaluate sourcing options, and ensure cost-effective purchasing decisions.
Ability to conduct detailed reconciliation of purchasing card transactions and resolve discrepancies promptly.

Responsibilities

Performs market analysis and programmatic needs assessment evaluations to identify new contracting possibilities; ensuring Department of Enterprise Services (DES) competitive process is followed.
Responsible and accountable for agency-wide supply management functions: including oversight into supply chain, receipt, storage, issues and transfer of materials and property.
Exercises authority to independently make procurement decisions with significant fiscal impact within established precedent, ensuring procurement request are in compliance with POL-DES-125-03.
Evaluates supply and equipment usage data; determines stock levels and order quantities; This includes copier management and agency wide inventory management.
Ensures agency compliance for mandatory contracts under Correctional Industries (CI), which do not follow the competitive process. This includes filing an exemption form under WAC 200-300-086 and RCW 39.26.251 for purchases outside of CI.
Determines procurement methodology and appropriate course of actions are met by Commerce, including but not limited to competitive bids, sole source acquisitions, request for bid proposals or direct negotiations.
Manages and leads Asset Inventory for Commerce; ensuring high value assets are accounted for tagged, and added to asset management system. Ensuring accurate tracking of the assets for bi-annual physical audit.
Ensure timely data entry of receipts and invoices into the purchasing system to ensure completeness of each purchase request and to assist accounting with timely payments on credit cards.
Facilitates agency sustainability program ensuring that all purchases are in alignment with the department of ecology guidelines and Seep Executive order. Develop strategies for improving sustainability practices in regard to purchasing products and recycling practices.
Audits purchasing records to include purchase requests, Purchase Orders' (PO), credit card receipts, gift cards by division, and invoices.
Ensures purchasing records retention and destruction aligns with current State Government General Records Retention Schedule provided by the Secretary of State’s office.
Promotes Minority and Women Business Enterprise outreach programs; Attend mandatory OMWBE trainings and certification courses to remain in compliance with the Governor’s executive order.
Prepares and conducts individual and group training sessions; this will include trainings on: Purchase request submission, purchasing from Correctional Industries, utilization of state contracts and direct buy designations, Small Diverse Business purchasing, COM purchasing policies and procedures, accountability trainings, and possibly more as needed.
Verify purchase have been received and closed out properly for accounting payments on purchase orders.
Manages the hotel program to ensure supplier performance meets agreed-upon standards and supports organizational agency wide goals for travel.
Responds to requests from the State Auditor to verify compliance with regulations regarding purchased goods and services.
Conducts highly complex purchasing projects involving unique services and/or technical commodities ensuring compliance with applicable requirements. Activities include developing specifications for large, complex or unusual procurement such as a major relocation, computer systems, and communication systems for which specific specifications involving unique or customized material requirements, features or performance standards must be defined.
Develop and maintain a positive relationship with vendors and their representatives, resolving performance issues that may arise.
Evaluate purchasing system for needed upgrades and process adjustments and coordinate the changes with Commerce IT Division.
Managing and oversight of the Agency Purchasing Card program within the Department of Commerce.
Issues and cancel credit cards, reports lost or stolen cards to the issuing bank's customer service center.
Monitor card custodians, and designated card users for compliance with state purchasing laws, guidelines, statewide contract utilization, direct buy limits and sustainable purchasing requirements.
Hold regular training and accountability audits for credit card custodians. Educate cardholders, card custodians, and card users on policies, and proper use of the card.
Report fraudulent activity for unrecognized charges.
Determine and establish card limits within established precedents and guidelines.
Ensure daily reconciliation of all agency credit cards.
Contacting purchase card custodians daily about unreconciled purchase card charges to ensure accuracy, completeness and accountability.
Attend US Bank yearly trainings and meetings.
Participate in the Department of Enterprise Services purchase card accountability meetings and yearly planning for the annual purchase card forum.
Assign work with clear deadlines and expectations
Review work products and progress.
Prioritize work as necessary
Conduct mid-term and annual performance reviews
Provide ongoing feedback and mentoring for professional growth opportunities
Manage staff mandatory training requirements and ensure timely completion. Monitor and ensure all mandatory and position specific training is completed prior to due date.