JOB DESCRIPTION
PURCHASING SPECIALIST
Under the direction and supervision of the purchasing supervisor, the purchasing specialist shall be responsible to:
- Monitor the electronic requisition (e-req) system and follow up with outstanding e-req’s. Communicate with e-req originator and approvers with ongoing status and updates.
- Ensure purchase requisitions are approved and accurately processed in a timely manner.
- Ensure purchase orders (POs) have correct pricing, codes, appropriate delivery date, and required signatures.
- Ensure all phases of the purchase order process are completed, including ensuring that proper documentation, approvals, and authorized purchasing levels are uniformly maintained.
- Encumber PO within accounting system after PO is approved and order is placed.
- Forward approved PO to the accounts payable department, warehouse for receiving, and distribute copies to appropriate personnel.
- Maintain and update purchase order files, purchasing logs, and vendor information.
- Establish and maintain vendor contact to assure prompt resolution of errors, receipt or payments, status of order, cost increases, and any other related matters.
- Assist accounts payable staff in resolving invoice issues as necessary.
- Continually research for current and potential vendors to determine the best value for CDR.
- Assist CDR staff with purchasing needs.
- Arrange for and secure organization travel.
- Assist with the preparation of formal requests for quotations/proposals and assist with bid responses.
- Assist with negotiations and procurement of capital equipment as needed.
- Assist with resolving capital asset discrepancies.
- Provide clerical assistance with contract processes including but not limited to collection and filing of certificates of insurance, executed contract agreements, and purchasing related documents. Verify that contract and insurance certificates are properly maintained. Monitor and maintain contracts log.
- Conduct regular and period reconciliations of purchasing files with the finance department, vendor files, and requisitioners.
- Review and compare contracts as requested. Identify and communicate any differences in a timely manner.
- Assist as backup for warehouse specialist as needed.
- Other duties as assigned.
EMPLOYMENT STANDARDS
Required Education and Experience:
- Minimum high school graduate or equivalent.
- Minimum two years’ recent experience in a purchasing, procurement, accounting, or related position requiring strong organizational skills and a high level of accuracy and attention to detail.
Preferred Criteria: Knowledge of purchasing procedures, warehouse operations, and accounting principles, terminology, and general ledger codes. Knowledge of competitive bidding process and evaluation. Purchasing, procurement, or related certification or degree. Knowledge and Abilities: Must be self-motivated and able to work with minimum direct supervision. Ability to manage multiple tasks with constant interruptions. Must possess good data entry skills and be proficient with Excel and Word. Ability to be trained in some accounting areas including encumbrances and general ledger codes. Ability to maintain effective and professional relationships with supervisors, vendors, and all staff. Ability to maintain an effective physical and computerized record keeping system. Physical Abilities: Ability to safely lift and move boxes, equipment, and other items for short distances weighing up to 30 lbs., when necessary. Physical ability to bend, walk and drive vehicles including cars, light trucks and utility trucks. Ability to effectively use hands and fingers in the use of equipment, computers, and moving boxes and other items. License or Other Requirements: Must possess a current valid California driver’s license and submit to a job-pertinent, agency-paid pre-employment physical examination. Employment is conditional pending satisfactory results of physical examination.