PROCUREMENT & SUPPLY SPECIALIST 2
Description
PROCUREMENT AND SUPPLY SPECIALIST 2
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.
Let’s build what’s next, together.
The Contracts and Compliance Division helps strengthen communities by providing timely services that is focused on the customer.
We do this through the following priorities:
Engaging programs to better respond to needs.
Supporting governance
Portfolio management risk mitigation
Standardization and training
Position Objective: This position participates in the central processing of purchasing goods and services for the
agency, ensuring the purchasing activity adheres to the internal and external policies, regulations and guidelines. This position is responsible for providing employees with clear guidelines and procedures and ensuring items purchased are a good use of resources and follow contracts and laws. This position is also responsible for the daily, weekly and monthly reconciliation of the agency purchasing card.
Core Processes: This work is carried out through four agency core processes. By ensuring our purchasing system and processes run smoothly and are easily accessible to employees as well as instructing them how to use the purchasing system. This position works in supporting and developing our workforce. By providing system support, making updates to the purchasing system to help units like HR track reasonable accommodations and other time saving alternations, this position leverages technology to help us accomplish our goals. By ensuring agency credit cards are used in an ethical and lawful manner with a clear audit trail. This position helps to proactively manage risk and ensure adherence to state and agency, laws policies and procedures. This position works to optimize agency performance by a continual focus on process improvement.
This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week.The teams are looking to fill two vacancies with this one recruitment.
Duties
Reviews, approves and processes purchase requests for all purchased goods and services within Commerce.
Tasks include:
• Reviewing each purchase request received to ensure that it is in accordance with DES and State auditor regulations and procedures.
• Maintaining and updating the purchase system, vendor listing and communicating changes in vendor status to employees.
• Providing employees with guidance to ensure they are aware of options for cost savings as well as agency responsibility to conform to all internal and external policies and procedures.
• Placing orders for goods and services with vendors.
• Receiving and verifying shipments and deliveries.
• Keeping the purchasing system up to date with documentation, receipts and payment information.
• Utilizing knowledge of accounting principles to create updates and provide reports from the purchasing database and the agency purchasing reconciliation.
• Providing analysis of and ensuring compliance to state contracts and the state supplier diversity policy.
• Evaluation purchase request, conducting research to ensure best pricing and correct contract usage.
• Collaborate with purchasing team to problem solve and process improve.
Agency purchasing card custodian
Tasks include:
• Assist with oversight of the card program within the agency.
• Monitor, review and allocations for card purchases of assigned card custodians.
• Report fraudulent activity for unrecognized charges.
• Perform daily, weekly and monthly reconciliations of the credit card.
Serve as part of the purchasing team of experts on State RCW, Department of Enterprise Services and State Auditor regulations regarding purchased goods and services.
Tasks include:
• Interpreting the Department of Enterprise Services policies and procedures, Office of Financial Management, and the State Auditor.
• Making determinations regarding purchased versus personal services in accordance with DES policies.
• Implementing DES policy guidelines.
Ensures purchasing database meets the data requirements of DES and State Auditor.
Tasks include:
• Routinely analyzing the database to ensure that it is updated in all areas of purchasing, inventory and reporting capabilities.
• Providing recommendations to management for system changes that will improve efficiency and staff productivity.
• Tracking and verifying purchasing authorizations so that the agency’s approval signature authorization system of checks and balances is enforced.
• Updating authorizations within the purchasing system.
• Recording Commerce assets in the Commerce purchasing database.
Agency Inventory Control
Tasks include:
• Responsible for maintaining and safeguarding Commerce’s physical assets.
• Protect and controls the use of all physical assets by tagging them prior to delivery to user.
• Maintains inventory records.
• Coordinate the periodic surplus or disposal of capital assets using the agency property (surplus) program.
• Ordering copiers, scheduling copier replacements, deliveries and moves.
• Ensures hard drives are removed prior to removal from the premises and secure hard drive hand of to the IT manager.
• Maintains copier inventory records to include deliveries, pick-ups and moves.
• Notifies department admins of changes affecting access and usage.
Other duties as assigned
Tasks include:
• Special projects and assignments assigned by supervisor.Qualifications
Required Qualifications:
Any combination of four (4) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving purchasing management, business administration or closely allied field.
Two (2) years of professional-level experience that must include any combination of three (3) or more of the following:
• Purchasing Management, Business Administration or closely allied field.
• Two (2) years of purchasing experience.
• Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
• Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
• Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
• Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
• Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
• High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
• Problem-solving skills with a focus on process improvement and collaborative team solutions.
OR
Two years of experience as a Procurement and Supply Specialist 1.Required Position Competencies:
• Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
• Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
• Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
• Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
• Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
• High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
• Ability to manage multiple tasks in a high-pressure environment while maintaining focus and organization.
• Ability to work independently as well as within a team.
• Problem-solving skills with a focus on process improvement and collaborative team solutions.Education includes college-level coursework, technical and/or vocational education, and or certification programs
Examples of how to qualify:
• 4 years of experience.
• 3 years of experience and 1 year of education.
• 2 years of experience and 2 years of education.
To be considered for this position, the following are needed:- A complete and detailed online application.
- A cover letter (enter online).
- At least three professional references (enter online).
For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.
Supplemental Information
This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.
This position is covered by a collective bargaining agreement
This recruitment may be used to fill future vacancies over the next 60 days.
Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.
Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.