Procurement Specialist

Job Description

Job Description

JOB SUMMARY

The Procurement Specialist supports the procurement and contract administration functions of the Richland County Recreation Commission (RCRC). This position assists with the purchase of goods, services, professional services, and construction-related materials; maintains procurement and inventory records; supports vendor communications and evaluations; and helps ensure procurement activities comply with RCRC policies and applicable federal, state, and local requirements.

The Procurement Specialist works closely with the Construction Manager, internal departments, vendors, contractors, and other stakeholders to obtain needed goods and services in a timely, cost-effective, and compliant manner. The position may also assist with procurement activities related to construction projects, facilities maintenance, equipment, inventory, and fleet-related purchases.

ESSENTIAL JOB FUNCTIONS

• Assists the Construction Manager with procurement activities for construction projects, maintenance operations, goods, commodities, equipment, supplies, services, and professional services.
• Prepares, processes, and maintains purchase requisitions, purchase orders, bid documents, requests for quotations, requests for proposals, invitations for bids, contracts, amendments, vendor correspondence, and related procurement records.
• Solicits quotations and bids from vendors in accordance with RCRC procurement policies and applicable procurement requirements.
• Reviews procurement requests for completeness, appropriate specifications, funding availability, required approvals, and compliance with established procurement procedures.
• Assists with the evaluation of vendor qualifications, price quotations, bids, proposals, references, insurance documentation, and other vendor-submitted materials.
• Supports the administration of contracts by maintaining contract files, monitoring contract dates and renewals, tracking required documents, and assisting with contract amendments, extensions, and closeout activities.
• Maintains accurate purchasing, procurement, inventory, property, and contract records in accordance with RCRC record-retention requirements.
• Assists with inventory, property-book, and equipment-control activities, including receiving, tagging, tracking, reconciliation, and disposal documentation, as assigned.
• Coordinates with vendors and internal departments to address ordering issues, delivery delays, discrepancies, backorders, damaged goods, invoicing concerns, and other procurement-related matters.
• Assists with the review of invoices, receiving documentation, purchase orders, and supporting records to verify that goods and services were received as ordered and in accordance with applicable contract terms.
• Researches product availability, pricing, cooperative purchasing options, state contract availability, vendor capabilities, and procurement methods; provides findings and recommendations to the Construction Manager.
• Assists in preparing procurement-related reports, bid tabulations, cost comparisons, expenditure summaries, correspondence, schedules, reconciliations, spreadsheets, and supporting documentation.
• Provides guidance to RCRC staff regarding routine procurement procedures, required documentation, purchasing timelines, and approved procurement methods.
• Helps ensure procurement activities comply with RCRC policy; the South Carolina Consolidated Procurement Code, as applicable; grant requirements; and relevant federal, state, and local regulations.
• Supports efforts to identify and utilize qualified minority-owned, small, local, and state-approved vendors, consistent with RCRC policy and applicable procurement requirements.
• Participates in meetings, committees, training sessions, special projects, and task forces related to procurement, construction, operations, inventory, contracts, and vendor management.
• Drives to RCRC facilities, vendor locations, project sites, and other agency locations as needed to perform job responsibilities.
• Performs other related duties as assigned when such duties are a logical and appropriate assignment to the position.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate degree in business administration, accounting, finance, supply chain management, public administration, construction management, or a related field.
• Two (2) years of progressively responsible experience in purchasing, procurement, contract administration, construction administration, inventory control, accounts payable, or a closely related field.
• Or any equivalent combination of training and experience in accounting, finance, or auditing that provides the necessary background for this position.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of basic procurement, purchasing, inventory-control, contract-administration, and vendor-management practices.
• Knowledge of purchasing documentation, including requisitions, purchase orders, quotes, bids, invoices, receiving records, and contract files.
• Knowledge of fundamental accounting, budgeting, recordkeeping, and reconciliation practices related to purchasing and inventory.
• Knowledge of applicable federal, state, and local procurement requirements, including relevant provisions of the South Carolina Consolidated Procurement Code.
• Knowledge of construction materials, equipment, maintenance supplies, professional services, and/or construction-procurement practices is preferred.
• Skill in obtaining and comparing vendor quotes, reviewing documentation for accuracy, organizing procurement files, and tracking purchasing activity.
• Skill in preparing clear written correspondence, procurement documents, reports, spreadsheets, bid tabulations, and cost comparisons.
• Skill in communicating professionally and effectively with staff, vendors, contractors, and the public, both verbally and in writing.
• Skill in using computers, Microsoft Office applications, procurement systems, inventory systems, financial systems, and other software applicable to the position.
• Ability to interpret and apply established policies, procedures, specifications, and procurement requirements.
• Ability to manage multiple procurement requests, deadlines, priorities, and records with accuracy and attention to detail.
• Ability to research information, identify discrepancies, document findings, and recommend appropriate action to the Construction Manager.
• Ability to establish and maintain productive working relationships with internal customers, vendors, contractors, and other stakeholders.
• Ability to exercise sound judgment, maintain confidentiality, and handle procurement matters fairly and consistently.
• Ability to work independently within established policies and procedures while recognizing when issues should be elevated to the Construction Manager or other appropriate authority.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

• Certification(s) as a Certified Public Purchasing Officer (CPPO)/Certified Professional Public Buyer (CPPB) preferred.
• Must possess a valid Driver's License to drive an RCRC vehicle, and produce an acceptable 10-year driving record.

PHYSICAL DEMANDS

The work is light work and requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects; work may also require manual dexterity, perceiving sounds at normal speaking levels, distinguishing among sounds, mental acuity, reaching, speaking, talking, visual acuity for color, and walking.

WORK ENVIRONMENT

Work is typically performed in a relatively safe, secure, and stable work environment.

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