Specialist III - Purchasing

Join an organization that values it's community and employees!

The purpose of this advanced level position is to perform complex work assignments in support of the assigned division. The role supports the division responsibilities by processing and organizing data and maintaining records under processes that are considered semi-complex. Familiarity with the concepts in performing the assigned tasks is required. The incumbent will demonstrate a solid working knowledge of the district's policies and procedures and the departments work processes.

Sets and maintains related controls and transaction records. Independent judgment is expected as well as a high level of professionalism, courtesy and patience. Seeks resolution for any discrepancies. Most work will be performed under limited supervision. A commitment to customer service is expected as the incumbent will often be interfacing with other staff members and external service providers.

EDUCATION/POSITION SPECIFIC REQUIREMENTS & WORK EXPERIENCE EDUCATION REQUIREMENTS
• High School Diploma or equivalent required
• Bachelor’s Degree with major emphasis in business administration or a related field preferred or a combination of college and experience in accounting, payroll or purchasing department.

WORK EXPERIENCE
• 5+ years of related work experience JOB RESPONSIBILITIES This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

General Responsibilities PURCHASING
• Work with the district’s procurement software, Microsoft Dynamics
• Assist the department software users by receiving and processing requisitions.
• Assist with requests for commodities and services concerning pricing and availability.
• Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality, and delivery. Recommend alternatives that would result in greater value.
• Prepare and review specification for routine and complex processes.
• Research co-operative contracts offered to the District.
• Effectively communicate purchasing policies and procedures to all personnel and interpret the policies as necessary.
• Prepare product/service reports by collecting and analyzing vendor information.
• Maintain required levels of production by handling purchasing related paperwork and telephone calls.
• Assist division supervisor as needed with training other division employees in purchasing related functions.
• Maintain HCAD database by operating HCAD’s computer system and computer applications efficiently.
• Create transaction reports from web-based credit card account for reconciliation.
• Maintain the integrity of the procurement process.
• Substitute in the mail room, process district mail and drive district main van.
• Help with requests related to facilities such as moving and arranging small furniture and equipment.
• Monitors order status to ensure supplies have arrived and traces delinquent orders.
• Inform vendors of our purchasing requirements and ensure all requirements are fulfilled.
• Oversee purchase of materials and supplies.
• Manage inventory and obsolete auction.
• Participate in inventory process.
• Maintain strong working relationships with our vendors.
• Review purchasing agreements with vendors.
• Compare product deliveries with issued POs and contact vendors when there are discrepancies.
• Propose improvements to the current purchasing system that will improve vendor relationships and lower the cost of doing business.
• Assist in formal bid process.
• Participate in procurement education and associations to help stay compliant with processes.
• Participate in facility projects such as construction,…