Procurement Support Specialist

DART (Dallas Area Rapid Transit)•Headquarters, KY

7d•$48,401 - $79,862•Onsite

About The Position

The Procurement Support Specialist provides advanced administrative and operational support to DART’s Procurement Department by facilitating communication, maintaining vendor records, and ensuring documentation accuracy throughout the procurement lifecycle. This position serves as a key connection between procurement, accounts payable, and internal departments to help ensure that vendor and payment information is accurate, current, and compliant with policy. The role requires a solid understanding of procurement and financial workflows, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment. By supporting procurement and vendor coordination efforts, the Procurement Support Specialist contributes to efficient business operations and transparency in DART’s procurement activities.

Requirements

Associate's degree from an accredited college or university in Business Administration, Public Administration, Supply Chain Management, or related field.
Four (4) years of procurement, purchasing, finance, vendor management, or accounts payable experience in a governmental or corporate environment.
Proficient with procurement and financial management software systems (enterprise resource planning/ERP platforms, vendor management systems, electronic procurement platforms).
Proficiency with Microsoft Office Suite including Excel, Word, and PowerPoint. Experience with document management systems and supplier portals.
Ability to understand and learn procurement regulations, policies, and procedures such as knowledge of the procurement lifecycle from requisition through contract closeout, including vendor setup, processing, and payment coordination.
Ability to maintain accuracy and attention to detail when reviewing vendor documentation and contracts. Capable of identifying discrepancies and ensuring compliance with procurement policies.
Ability to communicate effectively with vendors, internal departments, and accounts payable staff. Establish professional relationships with suppliers and internal customers. Responds to inquiries with clarity and follows through on vendor coordination issues.
Ability to manage multiple procurement objectives simultaneously and prioritize tasks to meet deadlines.
Ability to organize, maintain, and manage both hard copy and electronic procurement files in accordance with records retention schedules and compliance requirements. Works effectively with the Records Management Department to prepare documents for archiving, retrieval, or destruction. Support audit readiness and Open Records Request responses.
Ability to take initiative in resolving vendor data issues, coordinating procurement support activities. Responds proactively to procurement coordination needs.
Ability to research and resolve procurement-related problems using available resources, policies, and procedures.
Analyzes vendor documentation for completeness and compliance. Identifies and escalates issues appropriately.
Ability to work collaboratively with procurement staff, accounts payable, requesting departments, vendors, and external stakeholders.
Communicates professionally in routine and complex situations involving vendor issues or documentation requirements.

Responsibilities

Reviews and processes internal vendor setup and update requests, coordinating with Accounts Payable (AP) to validate vendor information and ensure payment readiness.
Serves as a liaison between Procurement and AP to resolve vendor data discrepancies, banking updates, and document verification issues.
Contacts vendors to confirm contract, registration, and payment-related details.
Provides user assistance for the DART Supplier Portal and supports suppliers during registration or maintenance.
Educates vendors on DART’s procurement policies and assists them with documentation requirements to facilitate the purchasing and payment process.
Tracks departmental assignments and workflow items to ensure timely completion of tasks.
Prepares correspondence, spreadsheets, and summary reports used by procurement staff and senior management.
Schedules meetings, maintains departmental calendars, and records meeting outcomes or follow-up actions.
Supports staff with document preparation, process coordination, and communication follow-up.
Onboards new Procurement employees by coordinating system access, policy, materials, and orientation support.
Coordinates and tracks departmental responses to Open Records Requests (ORRs) to ensure data accuracy and regulatory compliance.
Maintains procurement records according to retention and audit requirements, preparing files for archiving or destruction as needed.
Posts approved solicitation summaries to DART.org and works with the Communications Department to ensure correct publication of procurement notices.
Participates in supplier outreach events and engagement efforts to increase vendor participation and diversity.
Reviews documents for accuracy, completeness, and consistency with policies and purchasing procedures.
Assists with internal and external audits by gathering documentation, verifying files, and coordinating with Accounts Payable as required.
Performs other related duties as assigned to support efficient and compliant procurement operations.