Purchasing Specialist II

About the role

The Purchasing Specialist II will be responsible for all purchasing functions end-to-end and will coordinate with Fiscal to support month-end processing and all purchasing needs agency-wide. The role reports directly to the Purchasing Manager and indirectly to the Accounting Controller and Chief Financial Officer.

Responsibilities

• Obtain vendor pricing information and determine optimum suppliers based on price, quality, and delivery in accordance with agency policy.
• Investigate and research best-value procurement of goods regarding quality and price.
• Process requisitions; research and process purchase orders and blanket purchase orders for supplies and equipment; ensure required information is accurate, complete, and submitted timely.
• For Sole Source purchases, ensure the Sole Source (F034) form and documentation accompany the requisition; assign sole source tracking number and update the Sole Source spreadsheet.
• For Contract purchases, verify contract numbers via www.MyFlorida.com to confirm current and valid status.
• Provide procurement support and services to department users to determine methods for requesting and completing procurement orders of commodities, materials, supplies, vehicles, and equipment.
• Deliver training to ensure compliance with applicable purchasing statutes and regulations at local, state, and federal levels.
• Oversee all aspects of online purchases to ensure items are ordered and received; verify deliveries with requesters in accordance with agency policy.
• Manage all credit card–related purchases, provide receipts and supporting documentation to the Fiscal team for monthly credit card statement reconciliation, and update tracker spreadsheets.
• Handle all purchases for the SRO and School Safety units, ensuring proper segregation by fund, unit, and alignment with separate budgets and funding.
• Support the Grant Unit by procuring products and services with grant funding and providing all purchasing documentation to meet reimbursement requirements, including storm-related expenses incurred by the Incident Management Team.
• Oversee receipt and return of goods and secure supporting documentation for online purchases.
• Manage the Employee Expense Module in the Tyler ERP system to record estimates and actuals for training registration, travel and lodging, employee reimbursements, and tuition reimbursements.
• Maintain vendor files per agency policy; ensure the F070 form is complete with a copy of the vendor W-9.
• Assist in quarterly, bi-annual, and annual audits of inventory held in various departments under the supervision of the Purchasing Manager and Accounting Controller.
• Make suitable travel arrangements and conference registrations within agency policies and procedures, considering availability, rates, and requestors’ schedules.
• Maintain an accurate travel database and secure all pertinent travel documentation, including booking and travel dates, reservations, tickets, phone numbers, and related documents; update tracker spreadsheets.
• Handle multiple projects simultaneously.
• Issue gas cards to personnel on official travel and accurately document gas card information in the GATE Fuel spreadsheet and GATE Fuel card binder.
• Collaborate with organizational leaders to understand needs and achieve procurement goals in a timely manner.
• Apply analytical techniques for situation assessment, problem resolution, and decision making with supervision.
• Ensure continuity and operational efficiency through accurate and timely dissemination of information consistent with agency policy and procedures.
• Establish working relationships with vendors via in-person meetings, phone, and email; resolve delivery delays, return damaged or incorrect items, and process credit documentation.
• Demonstrate a strong personal commitment to timely and high-quality work completion.
• Process applicable incoming and outgoing documents and files in a timely manner consistent with supervisory direction and agency policies.
• Participate in cross-training with coworkers and assist as needed; learn new tasks through teamwork.
• Report identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to appropriate personnel.
• Complete all assignments, special projects, and budgetary requirements as directed, adhering to agency policies.
• Adhere to leave and attendance policies, including punctual arrival and full-shift completion; report illness or incidents, overtime hours, and submit timesheets and leave requests timely.
• Monitor assigned mailbox, phone calls, PowerDMS, and email, responding promptly and professionally.
• Notify the Purchasing Manager and Controller of noteworthy accomplishments, challenges, or issues.
• Respond receptively to supervision, guidance, direction, and feedback in accordance with agency policies.
• Conduct oneself in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics.
• Cultivate positive working relationships with colleagues and other agency units to enhance output and services.
• Demonstrate understanding, consideration, and respect for cultural, religious, and gender differences when interacting with the public and coworkers.
• Prepare, conduct, and actively participate in job-specific training.

Requirements

• Associate’s degree or coursework in Business Administration, Public Administration, Accounting, or a related field, and a minimum of three years of responsible experience in Purchasing or a related field, preferably in a governmental organization.
• Proficient typing skills (at least 35 wpm).
• OR an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• High school diploma or equivalent.
• Proficiency in Microsoft Office products.
• Ability to speak and understand English.

Benefits

• Florida Retirement System.
• Affordable health, life, dental, and vision benefits.
• Ancillary insurance policies.
• College reimbursement.

Benefits are effective the first of the month after 30 days of employment.

Pay

Salary range: $49,691.20 – $57,595.20 per year.