Purchasing Specialist

Job Summary Purchasing Specialist performs purchasing and procurement functions for the County including ordering supplies, managing bids, processing invoices, and coordinating with vendors to ensure fiscal efficiency and compliance. Essential Job Functions Procurement: Prepare purchase orders and ensure compliance with County purchasing policies and state procurement laws. Vendor Management: Communicate with vendors regarding quotes, delivery schedules, and contract compliance. Order Fulfillment: Process and track supply orders; receive goods and verify condition and accuracy of items. Contract Coordination: Assist with monitoring vendor contracts and ensuring renewals are processed on time. Inventory Management: Maintain supply inventory and manage restocking for all County departments. Invoice Processing: Review and code vendor invoices for payment in accordance with County finance procedures. Reporting: Compile purchasing and expenditure reports for department heads and auditors. Communication: Respond to department inquiries regarding purchasing procedures and order status. Bid Preparation: Assist with the preparation and posting of bid solicitations and request for proposals (RFPs). Mailroom Support: Assist with inter‑office and outgoing mail processes as assigned. Continuous Improvement: Recommend process improvements to increase efficiency in procurement operations. Surplus Management: Keep records of surplus property and create listings for public sales of surplus property. Cell Phone Management: Assist with management of county‑issued cell phones. Position Requirements Education: Associate’s degree in a related field. Experience: 2 years of relevant work experience. Driver’s License: Must possess a valid State Driver’s License. Success Framework Knowledge of procurement procedures and bidding regulations. Skill in preparing purchase orders and managing vendor contracts. Proficiency in Microsoft Office and financial management systems. Ability to evaluate vendor performance and pricing. Strong communication and negotiation skills. Knowledge of grant purchasing requirements and documentation. Skill in managing supply inventories and distribution. Ability to handle multiple purchasing requests simultaneously. Attention to detail in processing invoices and receipts. Ability to maintain accurate purchasing records and reports. Knowledge of print production and design software such as Publisher. Ability to coordinate effectively with departments and vendors. Skill in identifying cost‑saving opportunities and efficiencies. Ability to ensure compliance with procurement policies and complete continuing education courses. Strong customer service orientation and teamwork skills. Equipment and Tools Computer; Microsoft 365; Financial management systems; Procurement and bid management software; Inventory management system; Agenda management software; Copier; Scanner; Communication tools. Work Environment Office environment with interaction with vendors and internal departments. Requires organizational and communication skills, attention to detail, and ability to meet procurement deadlines. May rarely be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma. Physical Abilities Work requires the ability to sit, stand for extended periods of time. Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement. Work requires the ability to grasp, pull, push, and reach. Work requires the ability to talk, hear, listen, and comprehend. Work requires the ability to drive and/or operate mechanical equipment. Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three dimensional vision, precise hand/eye coordination, and the ability to identify and distinguish colors. Must be able to lift up to 50 pounds. Salary and Shift Shift: not applicable Normal Entry Salary: $21.11 per hour Equal Opportunity Employer Jefferson County Government is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, physical or mental disability, genetic information, protected veteran or uniformed servicemember status or any other characteristic protected by local, state or federal law. #J-18808-Ljbffr