Associate Procurement Specialist

The Associate Procurement Specialist provides administrative and technical support to the Procurement team in the preparation, processing, tracking, and maintenance of procurement-related documents and activities. This position assists Procurement Specialists with routine procurement functions, document coordination, vendor communication, file maintenance, data entry, and status tracking to help ensure procurement actions are completed accurately, timely, and in accordance with applicable policies, procedures, and statutory requirements.

This position is intended to support, but not replace, the work of the Procurement Specialists. The Associate Procurement Specialist performs administrative procurement tasks under direction of the Procurement Manager and may assist with basic procurement activities as assigned.

• Provides administrative support to Procurement Specialists in the preparation, routing, tracking, and processing of procurement documents, including purchase orders, work orders, amendments, agreements, solicitations, addenda, notices, and related correspondence.
• Assists with entering, updating, and maintaining procurement information in District systems, including procurement intake, tracking, requisition, purchase order, contract, and document management systems.
• Reviews procurement requests for completeness and assists in identifying missing information or supporting documentation before the request is assigned or processed by a Procurement Specialist.
• Assists with maintaining procurement files to ensure documents, drafts, approvals, correspondence, bid documents, vendor submittals, evaluation materials, executed agreements, insurance certificates, bonds, and related records are organized and properly retained.
• Prepares routine procurement correspondence, forms, templates, meeting notices, vendor communications, and internal communications for review by Procurement staff.
• Assists with posting solicitations, addenda, notices, bid tabs, meeting information, and other procurement documents to approved procurement platforms, as directed.
• Helps track solicitation deadlines, vendor question deadlines, addenda, evaluation meetings, posting periods, contract expiration dates, renewal deadlines, and other procurement milestones.
• Assists with preparing and organizing materials for evaluation committee meetings, bid openings, procurement reviews, training sessions, and other procurement‑related meetings.
• Assists with compiling bid tabs, response lists, plan holder lists, vendor contact information, and other procurement‑related summaries.
• Monitors assigned procurement activities, tracks status, answers inquiries and provides updates to Procurement staff to support workload tracking and timely completion of assignments.

• Provide accurate and timely administrative support in a fast‑paced procurement environment.
• Organize, track, and maintain multiple procurement files, deadlines, and assignments at the same time.
• Review documents for completeness, accuracy, consistency, and proper formatting.
• Follow established policies, procedures, templates, checklists, and instructions.
• Communicate clearly and professionally with staff, vendors, and other stakeholders.
• Maintain confidentiality and exercise sound judgment when handling sensitive procurement, contract, vendor, or evaluation‑related information.
• Work independently on routine tasks while knowing when to ask questions or elevate issues.
• Use Microsoft Office, Adobe, email, shared drives, procurement systems, and document management systems effectively.
• Maintain detailed records and support compliance with public records and document retention requirements.
• Work collaboratively with Procurement Specialists, Project Managers, Finance, Legal, and other internal departments.
• Manage competing priorities while maintaining attention to detail.
• Learn and apply procurement terminology, internal procedures, and basic public procurement requirements.

A high school diploma or GED, and two years of administrative, clerical, purchasing, contract support, records management, or related experience.

An associate…