Procurement Specialist

Published on by for Encina Wastewater Authority

Procurement Specialist

DEPARTMENT: Administrative Services
REPORTS TO: Director of Administrative Services
FLSA STATUS: Exempt
POSITION SUMMARY:
Under the general direction of the Director of Administrative Services, this position performs complex
technical duties related to the procurement of services, supplies, and equipment in accordance with
established policies and regulations for the Purchasing section for the Authority. Duties include planning,
organizing, and directing activities concerning contracts for the purchase of equipment, materials,
products, or services used by the Authority. The Procurement Specialist will review purchasing decisions,
vendor contracts, and coordinate the preparation of goods and/or services and solicit bids.
SUPERVISORY DIMENSIONS:
General supervision is provided by the Director of Administrative Services. Responsibilities include
providing technical and training support to Authority staff to assist with their purchasing decisions.

ESSENTIAL JOB DUTIES:
The duties listed below are intended only as illustrations of the various types of work that may be
performed:
• Practice and promote the Authority’s Mission, Vision, and Values.
• Serves as a resource to Authority staff providing training, guidelines, and requirements for
purchasing decisions.
• Research, evaluate, and purchase services, supplies and equipment based on environmentally
preferred purchasing, price, service, quality, and warranty to meet the needs of the Authority.
• Writes specifications, prepare bid forms, and handles bidding process, analyze bid results, and make
recommendations and awards; authorize, sign and process purchase orders and (non-capital
improvement project) contracts at the direction of the department managers and/or technical staff.
• Responsible for completeness, accuracy, adherence to policies and conformance to the budget and
related purchasing policies.
• Building strong relationships with vendors; keep informed of new products, market conditions,
current prices, and evaluate vendor performance.
• Obtaining goods and services at competitive negotiated pricing.
• Responsible for improving procurement process with open communication.
• Responsible for supplier communication to resolve transactional issues.
• Responsible for resolving invoice price and terms discrepancies to enable order and invoice
processing.
• Develops and maintains vendor and product information lists and resolves any complaints or disputes
involving vendors.
• Purchasing administrator for multi-department requirements.
• Performs life cycle, value, and price and cost analysis for the purpose of reviewing the appropriateness
of purchases. Promotes cost effective purchases through volume discounts, economies of scale,
standardized specifications, and cooperative purchasing.
• Interprets and conforms with legal and procedural requirements related to the purchasing function.
• Writes reports analyzing purchasing situations and recommending appropriate actions.
• Enters and retrieves information in the ERP financial system (MUNIS) for the purpose of maintaining
updated records; tracking status of purchases and inventories; performing financial, trend, and
inventory analysis; and responses to inquiries.
• Manages EWA’s service agreements and guides each department with the appropriate type of
contract for various uses.
• Works closely with Contract Administrator on any issues and assistance with resolving standard
contract language issues.
• Works closely with the Inventory Control Technician on the disposal or transfer of surplus or unused
materials, equipment, and vehicles.
• Participates in the annual budgeting process by obtaining quotes for supplies, equipment, and
services.
• Participates in closing of fiscal year by contacting various vendors to ensure invoices have been
received in compliance with the fiscal year closing process dates.
• Establishes and maintains effective working relationships with co-workers, customers, vendors, and
the public.
• Perform backup duties to the Inventory Control Specialist.
• Coordinates with the Contract Administrator in maintaining contract and funding files and related
specialized records, maintaining, and updating contract inventory, as needed.
• Performs administrative tasks for the organization as needed.
• Other duties as assigned.
Specific Types of Knowledge, Skills and Physical Abilities Required for the duties:
• Ability to operate a personal computer and standard desktop applications.
• Knowledge of modern office procedures and practices, equipment, and clerical techniques.
• Computer programs and software such as Microsoft Office.
• Purchasing contract law, practices, and procedures, including cost and price analysis principles and
techniques.
• General material inventory principles and classifications.
• General knowledge of Risk Management principles and theories.
• Supplier practices regarding pricing, shipping, and invoicing.
• Federal, state, and municipal purchasing laws and procedures.
• Ability to investigate, research, and compile information, and present it in an organized oral or written
format.
• Ability to review, analyze and give appropriate assistance to departments regarding purchase
requests.
• Ability to work independently.
• Train and assist Authority staff.
• Assist in the developing and standardizing purchasing procedures.
• Ability to establish and maintain cooperative working relationships with all levels of the organization
to foster a team approach.
• Current spreadsheet, database, and word processing software.
• Proper English usage, including spelling, grammar, and punctuation.

EDUCATION REQUIREMENTS:
A Bachelor’s Degree in a technical related field from an accredited college or university is preferred. AA
Degree with directly relevant experience may be considered with five (5) years of progressively responsible
purchasing related experience; or, an equivalent combination of education and experience to successfully
perform the essential duties of the job such as those listed above.
LICENSE REQUIREMENTS:
Possession of a valid California Class C Driver’s license and ability to be insured under the Authority’s
automobile insurance coverage.

Information

Industry experience

Education: Bachelor

Seniority: Expert, Engineer, Consultant

Years of experience: 5 to 10 years

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