Procure to Pay Specialist

Location: 509 East Avenue South, Clearwater, FL 33756

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.

• 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 carry forward, 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.

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.