Procurement & Supply Specialist 2

State of Washington•Thurston County – Olympia, WA

3d•Hybrid

About The Position

The Department of Commerce is seeking a Procurement & Supply Specialist 2 to join their Contracts and Compliance Division. This role is crucial in managing the central processing of purchasing goods and services for the agency, ensuring adherence to all internal and external policies, regulations, and guidelines. The specialist will provide employees with clear purchasing guidelines and procedures, ensure resources are used effectively, and maintain compliance with contracts and laws. A key responsibility includes the daily, weekly, and monthly reconciliation of the agency's purchasing card. This position supports the agency's core processes by ensuring the purchasing system runs smoothly, is accessible, and by providing system support and updates. It also plays a vital role in risk management by ensuring ethical and lawful use of agency credit cards with a clear audit trail, and contributes to optimizing agency performance through continuous process improvement. This position is based in Olympia, WA, and follows a hybrid model, requiring in-office presence at least twice a week. The recruitment aims to fill two vacancies.

Requirements

Any combination of four (4) total years of experience and education, which could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving purchasing management, business administration or closely allied field.
Two (2) years of professional-level experience that must include any combination of three (3) or more of the following: Purchasing Management, Business Administration or closely allied field.
Two (2) years of purchasing experience.
Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations.
Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
Problem-solving skills with a focus on process improvement and collaborative team solutions.
Two years of experience as a Procurement and Supply Specialist 1.
Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations.
Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
Ability to manage multiple tasks in a high-pressure environment while maintaining focus and organization.
Ability to work independently as well as within a team.
Problem-solving skills with a focus on process improvement and collaborative team solutions.

Responsibilities

Reviews, approves, and processes purchase requests for all purchased goods and services within Commerce.
Maintains and updates the purchase system, vendor listing, and communicates changes in vendor status to employees.
Provides employees with guidance on cost-saving options and ensures compliance with internal and external policies and procedures.
Places orders for goods and services with vendors.
Receives and verifies shipments and deliveries.
Keeps the purchasing system updated with documentation, receipts, and payment information.
Utilizes knowledge of accounting principles to create updates and provide reports from the purchasing database and agency purchasing reconciliation.
Provides analysis of and ensures compliance to state contracts and the state supplier diversity policy.
Evaluates purchase requests, conducting research to ensure best pricing and correct contract usage.
Collaborates with the purchasing team to problem-solve and process improve.
Assists with oversight of the agency's card program.
Monitors, reviews, and allocates card purchases for assigned card custodians.
Reports fraudulent activity for unrecognized charges.
Performs daily, weekly, and monthly reconciliations of the credit card.
Interprets Department of Enterprise Services policies and procedures, Office of Financial Management, and the State Auditor.
Makes determinations regarding purchased versus personal services in accordance with DES policies.
Implements DES policy guidelines.
Ensures the purchasing database meets the data requirements of DES and State Auditor.
Routinely analyzes the database to ensure it is updated in all areas of purchasing, inventory, and reporting capabilities.
Provides recommendations to management for system changes that will improve efficiency and staff productivity.
Tracks and verifies purchasing authorizations to enforce the agency’s approval signature authorization system of checks and balances.
Updates authorizations within the purchasing system.
Records Commerce assets in the Commerce purchasing database.
Maintains and safeguards Commerce’s physical assets.
Protects and controls the use of all physical assets by tagging them prior to delivery to user.
Maintains inventory records.
Coordinates the periodic surplus or disposal of capital assets using the agency property (surplus) program.
Orders copiers, schedules copier replacements, deliveries, and moves.
Ensures hard drives are removed prior to removal from the premises and securely hands them off to the IT manager.
Maintains copier inventory records to include deliveries, pick-ups, and moves.
Notifies department admins of changes affecting access and usage.
Completes special projects and assignments assigned by supervisor.