Procure to Pay Specialist

Procure To Pay Specialist

Location: 509 East Avenue South, Clearwater, FL 33756

Schedule: Monday - Friday, 8 am - 4:30 pm

This is a full-time, on-site position. Remote or hybrid work is not available.

Under general supervision, the Procure-to-Pay Specialist supports and facilitates the full procure-to-pay cycle within the Construction & Property Management Department (CPM). The position performs technical and administrative work in support of CPM purchasing operations, working closely with Purchasing, the Clerk's Finance Division, vendors, and departmental stakeholders to process purchase orders, change orders, and purchasing card transactions. The Specialist serves as a responsive, helpful, and customer-focused resource for internal customers, external partners, and teammates. This position requires initiative, sound judgment, and the ability to work independently in an evolving environment while identifying and advancing opportunities for continuous improvement. The Specialist is also responsible for vendor management, including onboarding, compliance monitoring, issue resolution, and performance oversight; providing outreach and training coordination for CPM employees on procure-to-pay systems; and ensuring compliance with County policies and audit requirements.

What Would You Do?

• Processes purchase requisitions, creating encumbrance releases against County contracts for the purpose of facilitating the purchasing process for CPM operations;
• Processes change orders for CPM operations;
• Maintains purchase orders throughout their lifecycle, including monitoring balances, funding, dates, status, supporting documentation, encumbrances, and required revisions or cancellations;
• Performs fiscal year-end purchase order review and closeout duties, including reconciling outstanding obligations, coordinating final invoices and change orders, identifying balances for release or carryforward, and ensuring records are accurate and complete;
• Processes day-to-day functions and operations of the Board of County Commissioners Purchasing Card and Credit Card Acceptance Programs;
• Conducts procurement training sessions for County staff related to Oracle EBS functionality specific to procure to pay functions;
• Recommends and maintains procure to pay policy and procedure updates;
• Maintains documents, files, and records for the purpose of providing up to date reference and audit trail for compliance;
• Provides responsive, solution-oriented assistance to staff, vendors, and teammates by answering questions, resolving issues, and facilitating the purchasing process;
• Contacts vendors and employees for the purpose of verifying information and/or responding to inquiries and to expedite orders;
• Responsible for vendor management activities, including onboarding, maintaining vendor records, monitoring performance and compliance, resolving invoice or contractual issues, and serving as the primary point of contact for vendor communication;
• Develops and maintains reports as needed to support operational decision-making, transparency, and service delivery;
• Identifies opportunities to improve procure-to-pay workflows, documentation, controls, communication, and customer experience; recommends and assists with implementing practical improvements;
• Independently prioritizes and advances assigned work, takes ownership of questions and issues, and coordinates with the appropriate parties to achieve timely resolution;
• Represents the Purchasing Department on committees pertaining to procure to pay processes;
• Performs other related job duties as assigned.

What Do You Need To Have?

Education and Experience

Four (4) years of experience in accounting techniques, purchasing, and/or procure to pay processes; or an Associate's Degree with a major coursework in finance, accounting, business administration, public administration, computer systems, or related field and two (2) years of experience as described above; or an equivalent combination of education, training, and/or experience.

• Florida Driver's License or Florida Commercial Driver's License and endorsement, if any.

• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Knowledge, Skills and Abilities

• Knowledge of purchasing and/or public accounting, principles, procedures, and/or practices;
• Knowledge of governmental budgets;
• Knowledge of standard software applications such as word processing, spreadsheets, email, Internet access, and data processes;
• Knowledge of Business English, spelling, arithmetic and bookkeeping standards;
• Ability to operate a personal computer and apply basic software applications;
• Ability to deal with vendors and employees with tact and diplomacy in resolving stressful or conflicting situations;
• Ability to provide responsive, respectful, and helpful service to internal customers, external customers, and teammates;
• Ability to work independently, take initiative, manage ambiguity, and exercise sound judgment while knowing when to seek guidance or escalate an issue;
• Ability to adapt to evolving priorities, processes, systems, and business needs;
• Ability to evaluate processes, identify improvement opportunities, and contribute to the implementation of more efficient and customer-focused solutions;
• Ability to prepare and manage accurate records and utilize County enterprise software;
• Ability to train departmental staff related to procure to pay functionality and conduct training classes countywide;
• Ability to communicate clearly, concisely, and professionally, both orally and in writing;
• Ability to maintain and retrieve statistical and factual reports and provide timely, accurate, and helpful assistance.

Our benefits rank among the top in the area!

• Looking for a strong retirement? We have you covered as members of the Florida Retirement System (FRS) with investment and pension options.
• We have deferred compensation programs and wellness centers to name a few perks. Check out these and more!