Classification: Clerical/Technical
Exemption Status/Test: Nonexempt
Job Grade: 6
Department: Procurement
Reports To: Procurement Manager
Job Goal:
Support the efficient, compliant, and service-oriented operation of the Procurement Department by supporting procurement processes and systems, providing guidance to staff and vendors, and assisting with purchasing, P-Card, vendor administration, solicitations, and related procurement functions.
Qualifications:
Education
- High school diploma or GED
Experience
- Two years of progressively responsible administrative, purchasing, accounting, or business operations experience
Special Knowledge and Skills
- Knowledge of or ability to learn and apply public procurement principles, laws, regulations, policies, procedures, and ethical standards.
- Knowledge of purchasing, requisition, vendor management, solicitation, and P-Card processes.
- Proficiency with enterprise resource planning systems, purchasing-card platforms, Microsoft Office, spreadsheets, and related business software.
- Strong written and verbal communication, customer service, training, organizational, and interpersonal skills.
- Ability to interpret requirements, maintain accurate records, manage multiple priorities, meet deadlines, exercise sound judgment, and work independently.
- Detail-oriented, self-motivated, and able to maintain confidentiality.
Preferred Qualifications:
- Experience in governmental, educational, or other public-sector procurement
- Experience with procurement solicitations, vendor administration, purchasing-card administration, or enterprise resource planning systems
- Public procurement or TASBO certification, or willingness to pursue certification
Major Responsibilities:
- Review and approve procurement requisitions for accuracy, completeness, appropriate approvals, budget coding, supporting documentation, and compliance with applicable laws, policies, procedures, and purchasing requirements; approve requisitions within delegated authority and communicate necessary corrections to staff.
- Provide guidance and hands-on training to new and current staff on procurement procedures, requisitions, Vendor PunchOut, P-Card requirements, systems, and documentation standards.
- Coordinate vendor setup and maintenance by reviewing vendor requests and required documentation, communicating with vendors and staff regarding deficiencies, and processing or routing vendor records in accordance with established internal controls.
- Assist with P-Card Program administrative duties by issuing and maintaining cards, processing approved exception authorizations, credit-limit changes, and closure requests, and supporting the monthly reconciliation process.
- Review P-Card transactions for appropriate account coding, required documentation, timely reconciliation, and compliance; communicate and follow up on necessary corrections and escalate unresolved or repeated compliance issues as appropriate.
- Assist with solicitation readiness and closeout by reviewing documents for clerical accuracy and completeness, acknowledging Form 1295 filings, and compiling vendor exceptions, reservations, and deviations for review by the Director of Procurement and legal counsel.
- Coordinate procurement-related Board agenda materials and assist with gathering, reviewing, organizing, tracking, and submitting supporting documentation in accordance with established timelines.
- Provide guidance and hands-on training to new and current staff on procurement procedures, requisitions, Vendor PunchOut, P-Card requirements, procurement systems, and documentation standards.
- Receive, review, track, and complete Procurement Service Desk requests within established service expectations, coordinating or escalating requests to appropriate staff when additional assistance is required.
- Provide administrative and financial support to the Procurement Department, including processing departmental transactions, maintaining accurate and audit-ready records, monitoring budget-related activities, and assisting with special projects and other duties as assigned.
Supervision/Personnel Management
None
Physical Demands/Environmental Factors/ Mental Demands:
Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; occasional statewide travel; work with frequent interruptions; maintain emotional control under pressure.