Purchasing Specialist

Purchasing Specialist

Join our team as a Purchasing Specialist! Santa Margarita Water District is seeking a detail-oriented and analytical Purchasing Specialist to independently perform purchasing and procurement activities for a wide range of materials, supplies, services, and equipment. This role supports District departments by ensuring purchasing transactions are completed in compliance with Board-adopted policies, applicable laws, and best public-sector procurement practices, while balancing cost, quality, reliability, and operational needs.

About the Role

Under general supervision, the Purchasing Specialist performs routine to moderately complex purchasing functions and serves as a key liaison between District departments, vendors, and external agencies. The position is responsible for reviewing and processing purchase requisitions and purchase orders, ensuring appropriate approvals and funding, and maintaining accurate purchasing and vendor records. This role requires a working knowledge of public agency purchasing practices, basic accounting principles, and applicable procurement regulations.

Meet Santa Margarita Water District

Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region's largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship.

Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters.

Dynamic teams of intelligent individuals work collaboratively to achieve SMWD's goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit.

Santa Margarita Water District's values include:

• Exemplary service excellence
• Intelligent innovation that is forward-thinking and adaptive
• Ethical fiscal responsibility and transparency
• Environmental and resource stewardship
• Employee development and leadership training
• Building relationships that strengthen communities

Essential Functions

What You Will Do

• Review, evaluate, and process purchase requisitions and purchase orders for supplies, materials, equipment, and services
• Ensure purchasing transactions comply with District policies, Board approvals, purchasing thresholds, and applicable laws and regulations
• Code requisitions to appropriate general ledger accounts and project numbers and verify proper approvals
• Coordinate with managers, supervisors, and staff to clarify purchasing requirements and resolve issues
• Conduct competitive solicitations when required and analyze quotes, bids, and proposals to secure best value
• Assist with Requests for Proposals and Qualifications and recommend vendor awards as appropriate
• Maintain vendor records, certifications of insurance, and compliance with DIR and SAM requirements
• Monitor vendor performance, delivery schedules, and resolve shipping, invoice, and service issues
• Prepare and maintain purchasing records, files, and documentation
• Support fiscal year-end close activities related to the purchasing module
• Assist with vendor W-9 collection and preparation of annual 1099 and 1096 filings
• Coordinate disposal and sale of surplus District assets in accordance with policy and state requirements
• Assist in updating District-wide purchasing policies and procedures as laws and regulations change

What You Bring

• Knowledge of public agency purchasing principles, competitive bidding, and procurement regulations
• Ability to analyze purchasing documents for accuracy, funding, and compliance
• Strong organizational skills and the ability to manage multiple priorities
• Effective communication and negotiation skills when working with vendors and internal stakeholders
• Proficiency with computers, purchasing systems, and standard business software
• Ability to exercise sound judgment, discretion, and professionalism

Requisite Abilities/Qualifications & Guidelines

Education and Experience

• A high school diploma or GED equivalent is required. College-level coursework in accounting, business, or a related field is preferred.
• At least two years of progressively responsible professional purchasing experience is required, preferably within a government agency or utility.

Other Necessary Requirements/Additional Information

To view the full job description click here: Purchasing Specialist Job Description

Santa Margarita Water District offers a comprehensive benefit package for eligible employees and their eligible dependents. These benefits include the following: retirement benefits; medical, dental, vision and life insurance; and a variety of other benefits. Benefits may vary based on employment status.

PUBLIC EMPLOYEES RETIREMENT SYSTEM: As a public agency, the Santa Margarita Water District has enrolled in the California Public Employees Retirement System (CalPERS) for retirement benefits. The retirement formula and required employee contribution may vary based on employment status.

HEALTH INSURANCE: The District contracts with the Association of California Water Agencies (ACWA) for medical insurance coverage. Employees may elect coverage from PPO or HMO plans. Medical premiums for plans in an amount up to or equal to the highest HMO are paid for by the District for all full-time employees. The District shares the cost of medical insurance for dependents with the employee. Coverage is effective on the first of the month following employment with full-time status.

DENTAL INSURANCE: The District provides dental insurance for all full-time regular employees. Optional dependent dental coverage is available at the District's rates. Coverage is effective on the first of the month following employment with full-time status.

VISION INSURANCE: The District provides each full-time employee and their eligible dependents with vision insurance through Vision Service Plan (VSP). Coverage is effective on the first of the month following employment with full-time status.

LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT: The District provides term-life insurance for all full-time employees through VOYA with Employee benefits equaling 2 1/2 times the employee's annual salary to a maximum of $200,000. Adjustments are made based on the employee's salary. Coverage is effective on the first of the month following employment with full-time status.

EMPLOYEE ASSISTANCE PROGRAM (EAP): The District provides all employees and their dependents with an EAP that provides confidential, professional assistance with a variety of services such as legal/financial concerns, ID recovery, mental health, and more.

GENERAL LEAVE ACCRUAL: General leave is a multi-purpose leave providing for vacations, personal affairs, and non-job related illness/injuries.

• First year through five-year anniversary date of continuous employment: 11.67 hours per calendar month (140 hours per year) with an accumulated maximum of 304 hours.
• Sixth through ten-year anniversary date of continuous employment: 16 hours per calendar month (192 hours per year) with an accumulated maximum of 350 hours.
• Eleventh through fifteen-year anniversary date of continuous employment: 19.33 hours per calendar month (232 hours per year) with an accumulated maximum of 350 hours.
• Sixteenth year and beyond of continuous employment: 22.67 hours per calendar month (272 hours per year) with an accumulated maximum of 380 hours.

While accrual begins from the date of hire, for the most part, general leave may not be taken until completion of the employee's six-month probationary period.

DEFERRED COMPENSATION: Regular full and part-time employees are eligible to participate in the District's deferred compensation program. The District shall match an employee's contribution into the deferred compensation plan up to a maximum of $2,400 per employee per year, or $100 per pay-period. The contributions occur each pay period except the third pay period in those months with three pay dates.

HOLIDAYS: The District provides 11 holidays (92 hours) per year for full-time employees.

FLEX SPENDING ACCOUNT: Through the District's Flexible Spending Account (FSA), employees may set aside pre-tax dollars to pay for eligible "out-of-pocket" (unreimbursed) medical expenses, child or dependent care.

LIFESTYLE SPENDING ACCOUNT: A benefit in which your employer sets money aside for you to use on eligible expenses related to physical, financial and emotional well-being.

EDUCATION REIMBURSEMENT: All full-time employees are eligible for reimbursement for educational training or certification training taken from any college