Purchasing Specialist

Vallecitos Water District•San Marcos, CA

14h•Onsite

About The Position

Under general supervision, performs purchasing responsibilities in accordance with District standards, policies, and legal requirements, ensures compliance with same; prepares, reviews, and processes purchase requests and purchase orders; assists in the preparation of Requests for Proposals and reviews submissions; provides a wide range of administrative support related to purchasing functions; and performs related duties as assigned. This single incumbent position is responsible for a wide variety of routine to complex technical and administrative duties in support of the Purchasing department, with occasional instruction or assistance; works individually within a framework of established policies and procedures.

Requirements

High school graduation or equivalent, and three years of experience in government agency finance, including reviewing purchase requisitions, RFPs, and enforcing policy compliance.
Experience monitoring and prioritizing purchase requisitions for processing.
Clear and professional communicator, able to explain procedures and assist employees throughout the agency.
Demonstrated organizational and analytical skills, attention to detail.
Experience applying purchasing policies and procedures for a government agency.
Experience identifying and implementing process improvements.
Knowledge of principles, practices, and methods of government purchasing, including federal, state, and local regulations.
Knowledge of applicable District rules and regulations.
Knowledge of supplier relationship and practices regarding pricing, shipping and invoicing.
Knowledge of methods and practices used in ordering materials, supplies, and equipment.
Knowledge of record-keeping practices and procedures related to purchasing, including tracking insurance, vendors, proposals, qualifications and bid requests.
Knowledge of contemporary office equipment and software.
Knowledge of mathematical functions related to the work.
Ability to analyze, review, and correct detailed purchase requisitions and purchase orders.
Ability to evaluate proposals, quotes, and bids.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to understand, explain, and apply policies and procedures.
Ability to understand and apply legal requirements of public purchasing.
Ability to understand and apply District purchasing policies and procedures.
Ability to assist in developing and standardizing purchasing procedures.
Ability to resolve vendor issues with direction.
Ability to perform mathematical calculations.
Ability to understand and carry out oral and written instructions.
Ability to work independently, set priorities, and organize work.
Ability to utilize standard office and computer equipment proficiently.
Ability to establish and maintain effective working relationships.

Responsibilities

Prepares, reviews, and evaluates District purchase requisition (PR) and purchase orders (PO) for accuracy and completion; prepares and reviews all District PRs and POs submitted via Computerized Maintenance Management System (CMMS) including, but not limited to, verifying required documentation & approvals, general ledger account numbers, and project & work order numbers; reviews budget documents to confirm funding availability; ensures all purchases comply with all purchasing policies.
Confers with all staff to obtain required information and resolve questions regarding purchase requirements; serves as liaison for the purchasing department with other departments and staff; trains all staff on the District’s purchasing practices, including online systems, policies, and procedures; identifies opportunities to educate staff on alternative purchasing options that are beneficial to the District.
Assists in developing contract and bid documents required for Request for Proposals (RFP), Request for Qualifications (RFQ), and Invitation for Bids (IFB); evaluates alternatives and may recommend contract awards.
Serves as a liaison for the purchasing department with District customers, vendors, and outside agencies; communicates and educates vendors and staff regarding purchasing policies, practices, and procedures and non-compliance issues; may communicate regarding pricing as directed.
Performs administrative and clerical duties as needed; purchases office supplies and accessories for District-wide use; orders stock and non-stock items; creates, processes, organizes, and maintains purchasing files in various formats and databases.
Assists in preparing and updating District-wide purchasing policies and procedures; keeps informed on updates to government purchasing best practices, laws, or regulations; offers suggestions and recommendations for process improvement.
Coordinates purchasing budget close process; closes requisitions and purchase orders.
Operates copiers and a variety of office equipment; utilizes various computer software and programs required for the work.
Performs duties in a professional manner and works well with others or in a team setting.
Establishes and maintains cooperative working relationships with co-workers, outside agencies, and the public.
Regular attendance and adherence to prescribed work schedule to conduct job responsibilities.
Observes safe work practices and safety methods.
Performs related duties as assigned.