Purchasing Specialist

Purchasing Specialist

This position is responsible for supporting a wide variety of day-to-day, monthly, and annual purchasing, inventory, and auditing functions within the Utilities Department. The Purchasing Specialist ensures compliance with Generally Accepted Accounting Principles (GAAP) and Public Service Commission (PSC) rules and regulations, and coordinates activities related to procuring goods and services such as raw materials, equipment, tools, parts, and supplies. The Purchasing Specialist maintains accurate inventory records and provides procurement data in support of the Utilities Department Asset Management Program administered by the Infrastructure & Asset Manager.

This position also provides technical assistance to management and operations staff as necessary for process operations, Capital Improvement Projects (CIPs), Operations and Maintenance (O&M) projects, and special projects. The position reports to and is supervised by the Utilities Deputy Director.

Purchasing & Procurement

• Reviews and verifies purchase requisitions by comparing requested items to the master list, clarifying unclear items, and recommending alternatives as appropriate.
• Prepares specifications for purchases; verifies specifications and pricing; and obtains recommendations from suppliers for substitute items.
• Makes purchases and prepares purchase orders; forwards orders to suppliers; and monitors and expedites orders.
• Obtains purchased items and verifies receipt by comparing items or services purchased, costs, delivery, and product quality or performance against inventories.
• Rejects defective or unacceptable goods or services upon inspection and communicates with service providers and vendors to determine the source of the issue and take corrective action.
• Tracks procurement card (P-card) purchases to ensure compliance with City purchasing policy and procedures.
• Obtains chemical pricing and contracts and maintains chemical inventories and specifications.
• Keeps information accessible by sorting and filing documents and maintaining records in accordance with departmental records management practices.

Inventory & Asset Management Support

• Maintains the inventory master file within the City asset management software system, ensuring accurate and current stock records in compliance with GAAP and PSC rules and regulations.
• Coordinates with Utilities Department supervisors to ensure inventory and procurement data are accurately reflected in the Asset Management Program and asset master list.
• Provides purchasing and inventory data to support asset lifecycle tracking, preventive maintenance scheduling, and capital planning activities administered by the Utilities Department supervisors.
• Supports year-end physical inventory and reconciliation process and assists auditors with year-end inventory reconciliation, including the annual Wisconsin DNR Replacement Fund.
• Provides the Utility Accounting Manager with monthly reports to support numerous regulatory and accounting requirements.

Planning & Reporting Support

• Provides purchasing planning and control information by collecting, analyzing, and summarizing procurement data and trends as required.
• Supports Capital Improvement Planning teams by providing technical purchasing assistance and procurement documentation.
• Provides data and documentation to the Utilities Department supervisors to support Capital Improvement Planning, long-range asset replacement scheduling, and budget development.
• Maintains regular, punctual, and predictable attendance and works overtime and extra hours as required.

Other Job Functions

• Develops and organizes special projects and investigations assigned.
• Provides technical purchasing and procurement assistance to capital improvement teams.
• Supports the Utilities Department supervisors with data entry, record organization, and documentation tasks related to asset management as assigned.

This position requires an associate degree or post-secondary training in business, accounting, supply chain management, procurement, or related field, and three to five (3-5) years of experience in purchasing, procurement, inventory control, technical services, or an industrial or utility maintenance environment or an equivalent combination of education, training, and progressively responsible experience that provides the required knowledge, skills, and abilities. A college degree is preferred.

A valid Wisconsin driver's license is required.

• Working knowledge of public and municipal purchasing and procurement methods, including competitive bidding, requests for quotations, sole-source justification, and purchase order processing.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and Public Service Commission (PSC) rules as they apply to utility purchasing, inventory, and financial reporting.
• Knowledge of vendor and contract management practices, including obtaining pricing, establishing chemical contracts, and evaluating substitute items.
• Knowledge of…