Procurement Specialist

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.


Please note: Applications will be accepted through 11:59 PM MST on the posting end date.


The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department's employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at


GENERAL DESCRIPTION:


The Procurement Specialist independently manages assigned procurement and contract activities under the supervision of the Lead Procurement Coordinator. The specialist partners with department staff and vendors to understand program needs, provide guidance to staff on procurement and contract requirements, and identify practical paths forward while meeting applicable policies and state and federal requirements. This position takes ownership of assignments from intake through completion, researches questions, resolves routine issues, and provides timely guidance with limited day-to-day supervision. The role requires initiative, sound judgment, and a service-oriented approach that builds trust and encourages early engagement with Procurement. The specialist prepares complete documents and well-supported recommendations for the Lead Procurement Coordinator, who retains final procurement review and approval within delegated authority and directs the resolution of complex, nonstandard, or higher-risk matters.


RESPONSIBILITIES:
• Independently review and manage assigned contract and project approval requests from intake through completion; clarify needs, obtain missing information, and review accuracy and compliance with applicable requirements.
• Partner with department staff and vendors to explain procurement requirements in plain language, research questions, and identify practical options that support program objectives and applicable requirements.
• Prepare contracts, amendments, renewals, extensions, and payment terms using approved templates; submit complete packages for the Lead Procurement Coordinator's final review before coordinating required approvals and signatures.
• Work collaboratively with program staff to develop clear scopes of work, deliverables, timelines, and payment terms; program staff retain responsibility for program needs, funding information, deliverable acceptance, and vendor performance.
• Review contracts and agreements for consistency and potential risks; resolve routine discrepancies and present nonstandard terms, exceptions, or unresolved concerns to the Lead Procurement Coordinator with supporting information and recommended next steps.
• Use department financial, procurement, and electronic signature systems to process and track assigned work and coordinate with accounting staff as needed.
• Maintain accurate records and document links for assigned matters in the contract database under standards established by the Lead Procurement Coordinator, who owns database structure, numbering conventions, status definitions, and quality oversight; compile information for reporting, audits, and public records requests.
• Coordinate with program and accounting staff to review payment requests against contract payment terms and supporting documentation; investigate discrepancies and refer unresolved concerns to the Lead Procurement Coordinator.
• Monitor the procurement email inbox, acknowledge requests, answer routine questions, and coordinate follow-up; maintain assigned Teams tasks with current status, next actions, owners, deadlines, document links, and blockers.
• Identify recurring questions and process challenges and recommend improvements to procurement guidance, manuals, templates, forms, and tracking tools for the Lead Procurement Coordinator's approval.
• Develop training materials and provide collaborative procurement guidance and training in coordination with the Lead Procurement Coordinator.
• Prioritize and advance assigned work, proactively track expiration dates, renewals, and insurance documentation, and obtain routine corrections; communicate competing demands early and refer material changes or exceptions for approval.
• Research and recommend procurement approaches for approval by the Lead Procurement Coordinator; coordinate assigned quote requests and competitive solicitation activities within the approved approach, including vendor communications, response tracking, and evaluation support.
• Other procurement-related duties as assigned.


MINIMUM QUALIFICATIONS:
• Good knowledge of basic procurement functions and accounting principles typically gained from college course work or certification and/or at least two years of work experience.
• Proficient computer skills to analyze, research, and maintain financial data and develop financial documents and reports.
• Experience in creating and using spreadsheet applications with Microsoft Excel software.
• Strong organizational skills and demonstrated ability to manage competing assignments, determine next steps, and follow through independently with limited day-to-day supervision.
• Excellent customer service and oral and written communication skills, including the ability to build collaborative relationships, explain requirements clearly, listen to differing perspectives, and address sensitive issues professionally.
• Sound judgment in researching requirements, developing practical recommendations, resolving routine matters, and recognizing when supervisory guidance or approval is needed.


DESIRED QUALIFICATIONS:
• Bachelor's degree in supply chain, finance, business, or related field.
• Experience with Luma or comparable financial or procurement systems, contract databases, electronic signature tools, and task tracking systems.
• Working knowledge of state and federal grants management or state and federal cost principles.
• Experience in procurement, purchasing, or contract administration, including independently managing assignments from request through execution.
• Experience reviewing insurance documentation, preparing amendments or renewals, or improving procedures and providing staff training.


PHYSICAL REQUIREMENTS: (with or without reasonable accommodation)
• Approximately 90% of time is spent sitting at a desk or workstation, up to 4 hours at a time.
• Approximately 10% of time is spent standing, walking, bending, or kneeling.
• Occasionally lift items, typically weighing under 5 lbs., and occasionally up to 20 lbs.


TRAVEL REQUIRED:


This position typically does not travel but may occasionally be requested to do so.


BENEFITS:


The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit


ADDITIONAL BENEFITS INCLUDE:


Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency.


Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge.


TO APPLY:


To apply for this position, please submit 1.) a customized cover letter, 2.) a resume, and 3) a list of three professional references. Please upload your resume, cover letter, reference list, and any additional supporting documents in the Supporting Documents section of the application.


Your cover letter should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a cover letter, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your cover letter. A resume does not substitute for a cover letter. Applications that do not include a cover letter will not be accepted.


EEO/ADA/VETERAN:


The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.


The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact View phone number on click.appcast.io (TTY/TTD: 711), or email View email address on click.appcast.io.


Preference may be given to veterans who qualify under state and federal laws and regulations.