Purchasing Specialist

Responsibilities

• Reviews and verifies purchase requisitions by comparing requested items to the master list, clarifying unclear items, and recommending alternatives as appropriate.
• Prepares specifications for purchases; verifies specifications and pricing; and obtains recommendations from suppliers for substitute items.
• Makes purchases and prepares purchase orders; forwards orders to suppliers; and monitors and expedites orders.
• Obtains purchased items and verifies receipt by comparing items or services purchased, costs, delivery, and product quality or performance against inventories.
• Rejects defective or unacceptable goods or services upon inspection and communicates with service providers and vendors to determine the source of the issue and take corrective action.
• Tracks procurement card (P-card) purchases to ensure compliance with City purchasing policy and procedures.
• Obtains chemical pricing and contracts and maintains chemical inventories and specifications.
• Keeps information accessible by sorting and filing documents and maintaining records in accordance with departmental records management practices.
• Maintains the inventory master file within the City asset management software system, ensuring accurate and current stock records in compliance with GAAP and PSC rules and regulations.
• Coordinates with Utilities Department supervisors to ensure inventory and procurement data are accurately reflected in the Asset Management Program and asset master list.
• Provides purchasing and inventory data to support asset lifecycle tracking, preventive maintenance scheduling, and capital planning activities administered by the Utilities Department supervisors.
• Supports year-end physical inventory and reconciliation process and assists auditors with year-end inventory reconciliation, including the annual Wisconsin DNR Replacement Fund.
• Provides the Utility Accounting Manager with monthly reports to support numerous regulatory and accounting requirements.
• Provides purchasing planning and control information by collecting, analyzing, and summarizing procurement data and trends as required.
• Supports Capital Improvement Planning teams by providing technical purchasing assistance and procurement documentation.
• Provides data and documentation to the Utilities Department supervisors to support Capital Improvement Planning, long-range asset replacement scheduling, and budget development.
• Maintains regular, punctual, and predictable attendance and works overtime and extra hours as required.
• Develops and organizes special projects and investigations assigned.
• Provides technical purchasing and procurement assistance to capital improvement teams.
• Supports the Utilities Department supervisors with data entry, record organization, and documentation tasks related to asset management as assigned.

Requirements

• Associate degree or post-secondary training in business, accounting, supply chain management, procurement, or related field.
• Three to five (3-5) years of experience in purchasing, procurement, inventory control, technical services, or an industrial or utility maintenance environment or an equivalent combination of education, training, and progressively responsible experience.
• College degree preferred.
• Valid Wisconsin driver’s license required.
• Working knowledge of public and municipal purchasing and procurement methods, including competitive bidding, requests for quotations, sole-source justification, and purchase order processing.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and Public Service Commission (PSC) rules as they apply to utility purchasing, inventory, and financial reporting.
• Knowledge of vendor and contract management practices, including obtaining pricing, establishing chemical contracts, and evaluating substitute items.
• Knowledge of procurement card (P-card) policies and City purchasing policy compliance requirements.
• Knowledge of records management and documentation practices.
• Sufficient familiarity with water and wastewater treatment processes and equipment including pumps and mechanical, electrical, instrumentation, and chemical systems to prepare accurate specifications and procure appropriate goods and services.
• Knowledge of equipment parts, tools, and materials sufficient to identify, specify, and source replacement items, and of inventory control methods, practices, and procedures.
• Familiarity with inventory, asset management, and financial or ERP software and their relationship with one another, and a general understanding of asset management principles and how purchasing and inventory functions support asset lifecycle tracking and capital planning.
• Ability to read engineering drawings and use operations and maintenance manuals, sheets, and product manuals to prepare specifications and verify purchases.
• Ability to perform arithmetic calculations required for purchasing and inventory functions, including unit pricing, quantity extensions, budget tracking, and reconciliation.
• Proficiency using the Microsoft Office Suite, enterprise asset management (EAM) software, and financial or ERP and reporting tools to enter data, produce records, and develop reports.
• Ability to collect, analyze, and summarize purchasing and inventory data and prepare related reports, and to exercise independent judgment based on available information.
• Ability to understand and follow oral and written instructions and to react promptly and efficiently in emergencies.
• Ability to maintain effective working relationships with employees, vendors, and the public in a courteous and tactful manner.