Senior Purchasing Specialist: Fleet​/Contracts

Job Title

Reporting directly to the Deputy Purchasing Agent and a Purchasing Manager, responsible for performing advanced purchasing, contracts and programs tasks that support the daily operations of the Williamson County Purchasing Department. Contributes to two divisions with shared duties for the Purchasing Department:
Fleet Purchasing and Contracts and Programs.

Reviews and processes Requisition s and Purchase Orders per policy

Performs various program audits and collaborates with Williamson County Auditor's Office

Performs various quality control measures for all contract documents

Assures that anticipated expenditures are legal and properly authorized prior to encumbering funds and best value is achieved for purchases

Analyzes high volume materials and services to determine the best sourcing strategy between competitive bid and cooperative purchasing methods

Works with vendors/contractors to aid their understanding of the purchasing requirements for local governmental entities

Prepares and administers complex and high dollar invitation for bid and request proposals, with minimal supervision

Facilitates Proposal Evaluations with evaluation committees and vendor presentations

Reviews and analyzes vendor award information and processes award recommendation for Commissioners Court award

Meets with departments on large purchases for fiscal year

Serves as liaison for department heads on formal solicitation process

Processes requisitions and approvals of purchase orders up to $100,000

Research, reviews, and assists in the development of complex contracts, assures proper documentation is obtained and prepares for agenda item placement

Processes sole source requests and prepares them for Commissioners Court placement

Serves as primary contact for internal and external customers on solicitations and large purchase agreements during the solicitation process

Leads projects and trains new staff to department standards and quality expectations

Administrates the purchasing system permissions process to align with policy for new hires and position changes for employees that need to issue and approve requisitions.

Performs contract compliance by ensuring terms, legality and conditions are met

Assists in and coordinates contract development to include but not limited to new agreements, renewals, amendments, consent to assign and contract termination including defining requirements, negotiating, identifying objectives, and implementing guidelines and project regulations

Assists in administering other county purchasing programs such as Amazon Business, Office Depot, and Procurement Cards

Collaborates with the County's Budget and Audit offices to ensure expenditures are properly authorized

Assures purchases meet policies and compliance requirements implemented by federal, state, and local laws

Maintains all electronic and physical purchasing files

Provides customer service to customers and staff via telephone, email or in person

Attends all meetings and trainings, as required

Performs special duties as assigned

Reports directly to – Deputy Purchasing Agent and Purchasing Manager

Direct Reports – No

Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

Position involves safely operating a motor vehicle

Position is in office and on premises

Work is primarily indoors in an air-conditioned environment

Travel between work sites, as required

Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required

May be deemed essential personnel in the event of an emergency

Regular attendance is required

Associate degree and four (4) years of purchasing related experience (i.e., finance, accounting, etc.) OR an equivalent combination of education and experience

One (1) year of demonstrated lead or supervisory experience

Knowledge of local, state, and federal government finance practices

Working knowledge of Microsoft Office Suite

Required within thirty (30) days of…