Purchase & Supply Specialist

State of Montana • Dillon, MT

2d

About The Position

The Montana Youth Challenge Academy (MYCA) assists at-risk Montana youth in developing the skills and abilities necessary to become productive citizens by focusing on their physical, emotional, and educational needs in a highly structured environment. MYCA is a voluntary, 17‑month program for youth ages 16–18 consisting of a 22‑week Residential Phase (including an 11‑day acclimation period) followed by a 12‑month Post‑Residential “mentoring” phase.

The Purchasing & Supply Specialist is MYCA’s primary point of contact for purchasing, inventory, and supply operations. This position manages supply and equipment inventories; coordinates purchasing and contracts; oversees state motor pool vehicles; coordinates routine facility maintenance with the University of Montana Western; and provides a range of cadet and staff support services.

The position reports to the Support Services Supervisor and may oversee work study positions assisting with inventory and support services.

Requirements

• High school diploma or equivalent.
• At least two (2) years of relevant work experience in purchasing, receiving, stocking, inventory management, and facility and/or motor pool maintenance coordination.
• An equivalent combination of education and experience may be considered in accordance with State of Montana classification practices, if your internal HR policy allows—insert or remove this sentence based on your HR guidance.
• Knowledge of: Contract administration and State purchasing and inventory management regulations and policies.
• Knowledge of: Cost and inventory projections and quality control procedures.
• Knowledge of: Computerized inventory and purchasing systems.
• Skills in: Using personal computers and standard office software (word processing, spreadsheets, databases).
• Skills in: Problem-solving and troubleshooting purchasing and inventory issues.
• Skills in: Clear written and verbal communication, including presenting information and negotiating with vendors.
• Ability to: Analyze and evaluate complex or conflicting inventory needs, projections, and budget requirements.
• Ability to: Interpret and apply State and Federal regulations and agency policies consistently.
• Ability to: Establish and maintain effective working relationships with staff, cadets, vendors, and external partners (e.g., Federal officials, university staff).
• Ability to: Act as a positive role model for program participants and uphold MYCA standards.
• Valid driver’s license.
• Successful completion of a fingerprint-based background check.

Responsibilities

• Monitor supply and equipment inventories to ensure availability, accessibility, security, and cost-effectiveness.
• Identify current and future inventory needs; place and track orders to ensure timely delivery.
• Inspect incoming shipments for quality, quantity, damage, and compliance with specifications; resolve shipping and receiving problems with vendors and staff.
• Direct and oversee physical inventories of supplies and equipment; maintain accurate records and ensure compliance with security and OSHA requirements.
• Coordinate processing of invoices and statements, verify goods and services received, resolve discrepancies, and forward information to the MYCA Accountant.
• Serve as liaison to MYCA staff and cadets regarding inventory concerns, product specifications, quality issues, and the ordering/receiving process.
• Coordinate campus key issuance and tracking to ensure security and compliance with MYCA and campus policies.
• Coordinate facility maintenance requests and fire/life safety inspections with University of Montana Western facilities staff and other providers.
• Monitor maintenance schedules; prioritize work based on life safety, operational needs, and backlog.
• Coordinate the MYCA motor pool, including vehicle use policies, licensing, insurance, preventative maintenance, repairs, assignments, returns, and replacement planning in accordance with State requirements.
• Develop project and inventory plans, specifications, and requirements for supplies and services.
• Coordinate solicitation processes (RFPs, IFBs, sole source, and other methods) in line with State purchasing rules.
• Prepare and process purchase requisitions, solicitation and contract documents; support bidder conferences and respond to vendor inquiries.
• Evaluate bids and proposals for compliance with terms and conditions and recommend selections consistent with MYCA needs and regulations.
• Monitor contractor performance and conduct periodic quality assurance reviews; recommend corrective action or vendor suspension when appropriate.
• Oversee processing and verification of payments for contracted services; ensure compliance with contract terms and accurate expenditure allocations.
• Develop and maintain purchasing and inventory procedures, including stock location, receipts, issues, transfers, and security controls.
• Provide training and guidance to MYCA staff on inventory systems and purchasing processes.
• Assist with projections and information for the biennial budget related to inventories, equipment, and contracted services.
• Perform a variety of cadet and staff support functions as assigned by the Support Services Supervisor.
• Cross‑train with supervisor and serve as backup during absences.
• Coordinate special projects, conduct research, represent MYCA at meetings and conferences, and attend training as required.

Benefits

• State of Montana employees receive a comprehensive benefits package including medical, dental, vision, and life insurance; retirement plan options; paid vacation and sick leave; and holidays, subject to eligibility rules.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED