Procurement & Supply Specialist

Job Description

The Procurement & Supply Specialist 1 provides operational and technical support for the College's procurement and purchasing functions. Under general direction of the Director of Procurement Services, this position reviews and processes purchasing transactions, supports purchasing card (P-Card) administration, coordinates procurement activities, and assists campus departments with purchasing processes in compliance with college policies and Washington State procurement requirements.

This position serves as a primary point of contact for day-to-day procurement support and assists with the efficient operation of the Procure-to-Pay process through ctcLink and related systems. The incumbent works collaboratively with campus departments, Fiscal Services, vendors, and Procurement Services staff to support timely purchasing, accurate documentation, regulatory compliance, and customer service.

The position also provides operational support for purchasing contracts and serves as backup support for receiving, shipping, and central services functions during periods of absence or peak workload.

Procurement Operations & Purchasing Support — 65%

• Review and process purchase requests for goods and services in accordance with college procedures and Washington State procurement laws and regulations.
• Determine appropriate procurement methods for routine purchases, including direct buy, use of existing contracts, cooperative purchasing, or competitive solicitation processes.
• Coordinate purchasing transactions within ctcLink and related procurement systems.
• Research product availability, pricing, and sources of supply.
• Assist departments with procurement procedures, purchasing questions, and order status updates.
• Coordinate with vendors regarding pricing, shipping, substitutions, invoicing issues, and order discrepancies.
• Prepare and process change orders and procurement-related documentation.
• Maintain procurement records and documentation in accordance with retention and audit requirements.
• Assist with bid openings and administrative support activities related to competitive solicitations.
• Provide basic operational support related to procurement contracts, including tracking, routing, document organization, and record maintenance.
• Support fiscal month-end and year-end closeout activities in coordination with Fiscal Services and Procurement staff.

Purchasing Card (P-Card) Administration — 20%

• Review, audit, reconcile, and approve purchasing card transactions for completeness, accuracy, appropriate documentation, and compliance with procurement and fiscal policies.
• Monitor receipt collection and transaction coding within the College's P-Card system.
• Assist cardholders with P-Card procedures, documentation requirements, and troubleshooting.
• Support administration of the College's P-Card program by maintaining records and identifying compliance issues for escalation when necessary.
• Maintain working knowledge of applicable state, college, and program-specific purchasing card requirements.

Operational & Departmental Support — 10%

• Provide backup support for receiving, shipping, mail, and central services operations during periods of absence or peak workload.
• Assist with shipment verification, receiving discrepancies, and vendor issue resolution.
• Support outgoing mail and bulk mailing activities.
• Provide customer service support related to shipping, receiving, and purchasing inquiries.
• Assist with records management and general office support activities.

Professional & Organizational Responsibilities — 5%

• Maintain current knowledge of procurement practices, state regulations, and purchasing systems.
• Contribute to a collaborative, respectful, and service-oriented work environment.
• Participate in training and professional development activities.
• Perform other duties as assigned in support of Procurement Services operations.

• Associate of Arts Degree in Purchasing Management, Business Administration, or closely allied field and one year of full-time purchasing experience.
• Full‑time experience as a purchasing professional will substitute on a year‑for‑year basis.
• Equivalent combination of education…