Purchasing Specialist

Job Description

Job Description

Description:

Position Function :

The Purchasing Specialist is responsible for coordinating employee and client travel arrangements, reviewing travel requests, and supporting purchasing and operational functions throughout the agency. Travel coordination is the primary responsibility of this position and includes arranging transportation, lodging, and other travel accommodations for both routine and complex itineraries involving multiple travelers, destinations, and scheduling requirements.

This position requires strong organizational skills, attention to detail, and independent judgment to evaluate travel requests for policy compliance, cost reasonableness, and logistical feasibility. The employee must be able to identify potential scheduling conflicts, anticipate travel challenges, recommend practical alternatives, and communicate effectively with staff when arrangements require clarification or modification.

In addition to travel coordination, the Purchasing Specialist supports agency purchasing and operational needs, including processing purchase requests, coordinating supply orders, maintaining purchasing documentation, and performing assigned specialized functions. The position requires the ability to manage multiple requests simultaneously, adapt to changing priorities, and provide accurate, timely, and professional service to agency staff.

Working Conditions :

Standard office conditions involving extensive computer, email, and telephone use. Work requires frequent communication with employees, vendors, and other departments, as well as the ability to manage multiple requests, deadlines, and changing priorities. Physical requirements may include receiving and unboxing deliveries; carrying boxes; reaching, stooping, and organizing inventory; and occasional use of a step stool to access higher shelving. This position may require attendance at occasional off-site meetings or events and travel to satellite offices throughout the agency's 10-county service area.

Exposure to Confidential Information :

Must maintain confidentiality and follow agency policies related to financial information, personnel records, client records, travel arrangements, and other sensitive information encountered in the performance of assigned duties.

Key Expectations/Responsibilities :

• Review submitted employee and client travel requests to evaluate policy compliance, cost reasonableness, scheduling requirements, and logistical feasibility.
• Coordinate, book, and document travel arrangements, including flights, rental vehicles, lodging, airport parking, and other transportation needs for in-state and out-of-state travel.
• Plan and coordinate travel ranging from routine individual trips to complex itineraries involving multiple travelers, destinations, transportation methods, and scheduling requirements.
• Evaluate available travel options to identify practical, cost-effective arrangements while considering traveler needs, scheduling constraints, and agency policies.
• Identify  potential scheduling conflicts, impractical itineraries, or logistical  challenges and recommend appropriate alternatives before finalizing  arrangements.
• Apply established travel policies consistently across varying situations, recognizing when different arrangements meet the same operational purpose and policy requirements.
• Communicate professionally with employees and other involved parties to clarify travel needs, explain requirements, and coordinate necessary modifications.
• Assist with travel changes, cancellations, delays, and unexpected complications, identifying solutions and coordinating revised arrangements as needed.
• Manage multiple travel requests simultaneously while maintaining accuracy, organization, and timely communication.
• Maintain complete and accurate travel records, itineraries, confirmations, and supporting documentation.
• Review and process purchasing requests for office supplies, equipment, program materials, and other operational needs, ensuring compliance with established purchasing procedures.
• Evaluate  purchasing options for appropriateness, availability, cost efficiency, and operational needs.
• Prepare  and process purchase orders and coordinate with vendors regarding orders,  deliveries, and discrepancies.
• Track  receipt and delivery of purchased goods and services and maintain  documentation necessary to support invoice processing and approval.
• Support  assigned purchasing and operational functions, which may include office supply purchasing, inventory management, transportation usage reporting, gift card requests, and other specialized responsibilities.
• Review  office supply counts submitted by satellite offices, conduct physical inventory counts as assigned, and coordinate the ordering, receipt,  storage, and distribution of supplies.
• Coordinate  with administrative and accounting staff to ensure accurate documentation  of purchases, travel expenses, receipts, refunds, and related transactions.
• Maintain organized and accurate purchasing, travel, and inventory records in  accordance with agency procedures.
• Provide responsive, professional, and solution-oriented customer service to employees, vendors, and other departments.
• Collaborate  with other Purchasing Specialists and administrative staff to ensure consistent procedures, effective communication, and continuity of services.
• Perform other related duties as assigned by supervisor.
• Occasional travel within the OCOK service area may be required to support regional offices, assist with special projects, participate in training, or provide  operational coverage. Mileage reimbursement is provided in accordance with  organizational policy.

Decision-Making & Judgment:

This position requires independent judgment, critical thinking, and practical problem-solving within established agency policies and procedures. The employee is expected to evaluate travel and purchasing requests, identify potential logistical or scheduling concerns, assess cost reasonableness, and recommend appropriate solutions.

Travel requests may vary significantly in complexity, requiring the employee to consider multiple factors, including traveler needs, transportation availability, scheduling limitations, costs, and operational requirements. The employee must be able to recognize potential issues, evaluate alternatives, and make informed recommendations while maintaining consistency with agency policies.

The employee is expected to exercise sound judgment when interpreting established guidelines, communicate decisions and recommendations professionally, and recognize when situations require additional clarification or supervisory guidance. Issues outside established parameters are elevated to the supervisor as needed.

Education :

Associate's degree in Business Administration, Office Administration, Operations, Logistics, or a related field, or an equivalent combination of education and relevant experience.

Experience :

Minimum of 2 years of experience in administrative support, travel coordination, scheduling, customer service, purchasing support, office operations, or a related role. Experience coordinating arrangements, managing multiple requests or deadlines, and communicating with individuals to gather information, resolve issues, or recommend solutions. Experience reviewing information for accuracy, following established procedures, maintaining organized records, and completing tasks requiring attention to detail.

Experience using computers, email, online systems, and common office software to manage information, coordinate activities, and communicate effectively.

Preferred Experience: Experience coordinating business or client travel, including flights, lodging, rental vehicles, or multi-destination itineraries. Experience in a nonprofit, public sector, or other policy-driven environment. Familiarity with purchasing procedures, inventory management, or administrative financial documentation.

Functional :

• Ability to work in an organized, efficient, accurate, and thorough manner while managing multiple requests, competing priorities, and deadlines.
• Strong organizational and logistical planning skills, including the ability to coordinate schedules, evaluate multiple options, and identify potential conflicts or complications.
• Demonstrated critical thinking and problem-solving abilities, with the capacity to assess situations, anticipate challenges, and identify practical, cost-effective solutions.
• Ability to understand, interpret, and consistently apply established policies and procedures while recognizing when additional clarification or supervisory guidance is necessary.
• Strong verbal and written communication skills, including the ability to explain requirements, provide recommendations, and communicate necessary changes clearly, professionally, and respectfully.
• Proficiency with computers, email, internet-based applications, and standard office software. Ability to learn and navigate multiple online systems, including travel booking platforms and purchasing applications.
• Ability to work independently, exercise sound judgment, and take initiative while maintaining effective communication and collaboration with team members and other departments.
• Strong attention to detail, particularly when reviewing travel arrangements, schedules, traveler information, purchasing requests, and supporting documentation.
• Ability to adapt to changing circumstances, respond to unexpected challenges, and maintain professionalism while managing time-sensitive requests.
• Strong customer service skills, a commitment to accountability, and the ability to follow through on responsibilities from initial request through completion.