Procurement and Supply Specialist

The Procurement and Supply Specialist 2 is responsible for planning, coordinating, and executing the procurement of services, supplies, materials, parts, and equipment in compliance with State and Federal regulations. Essential duties include managing purchasing projects for specialized commodities, analyzing bids for multi-commodity contracts, and developing product and service specifications. The role also involves providing exceptional customer service, auditing and monitoring card programs (Purchasing, Fuel, and Corporate Travel), and creating and processing requisitions and purchase orders to ensure efficient, compliant procurement processes.

This position reports to the Procurement Supply Specialist 4 and requires consistent and regular attendance. After training, the position may be eligible for two days of remote work.

The Procurement & Supply Specialist 2 will be responsible for the following, but not limited to:

General Purchasing:

Manage the processing of purchase requisitions and orders, ensuring accuracy, completeness, proper account coding, and valid approval signatures.

Recommend cost-saving alternatives and vendors, create and dispatch purchase orders, and ensure timely delivery through ongoing communication with vendors and departments.

Archive procurement documents following established procedures while ensuring copies of purchase orders are filed or distributed as needed.

Coordinate reminders and ensure the setup of blanket purchase orders for the new fiscal year while researching and tracking purchase order statuses to keep departments informed and updated.

Procurement Card Administration & Training:

Track and audit P-card and Gas Card activity for proper usage, archiving, and tax reporting.

Maintain training materials, implement training, generate monthly reports, and manage cardholder lists.

Ensure fraud, affidavits, or wrongful use memos are addressed.

Serve as the liaison for all P-card inquiries, handling communications regarding new policies, required training, corrections, and deadline reminders.

Handle all P-card violations, disciplinary problems, and card cancellations.

Bids, Quotes & Contracts:

Prepare Request for Quote (RFQ) and Request for Proposal (RFP) and conduct research during the preparation phase to ensure that current and proper items are included in the bid request.

Develop specifications for multi-commodity products and services and determine if internal departments' specifications are adequate for commodity use.

Create evaluation tools, compare bids to ensure product equivalency, and research to identify discrepancies in submitted materials.

Award bids based on cost-benefit and qualifications, notify vendors in writing and negotiate services per contract terms.

Help faculty and staff complete, review, and submit Client and Personal Services Contracts.

Policies & Procedures/Communications & Relations:

Answer inquiries on purchasing, P-card, receiving, accounts payable, and procurement processes.

Conduct product research, including life cycle cost analysis, specifications, functionality issues, and compatibility.

Provide training for P-card users and update training materials with the new Revised Code of Washington (RCW) and policy changes.

Maintain and update the Purchasing Policies and Procedures and P-card Manual for Pierce College.

Update Pierce College's website to meet state requirements for publicly posting RFP and RFQ awards and using interlocal contracts.

Teamwork:

Participate in and serve as backup for other Fiscal Services Department activities.

Assist in the preparation of records annually for archival.

Other duties as assigned.

Education Required:

Some college-level coursework including at least 15 quarter or 10 semester hours in accounting, economics, auditing, or budgeting from an accredited college or university.

Two years of full-time purchasing experience will be accepted in lieu of college-level coursework.

Education to Experience Equivalencies:

Associate Degree = 2 years | Bachelor’s Degree = 4 years | Master’s = 5 years

Experience Required:

Experience as a purchasing or supply professional.

Experience with budget coding systems.

Proficient computer skills, including Microsoft Office Suite, Excel, Word, and Access (preferred).

Special Requirements:

For finance or cash-handling roles, the candidate must consent to and pass a credit check after a conditional job offer. The results will be considered, but not necessarily disqualify the applicant, in assessing suitability for the position.

The successful candidate must consent to and pass a criminal background check after a conditional offer. Results will be considered in evaluating the applicant's suitability for the position but will not necessarily disqualify them.

May require an accounting skills examination, dependent on qualifications.

Required Competencies: Knowledge, skills, abilities, traits, and characteristics:

Job Knowledge

Understanding of Generally Accepted Accounting Principles (GAAP), Family Education Rights and Privacy Act (FERPA), Department of Education (DOE), and any applicable Office of Financial Management (OFM), State Board for Community and Technical College (SBCTC) or Washington State laws as outlined in the Revised Code of Washington (RCW). Utilization of the previously referenced items is outlined in the State Administrative & Accounting Manual (SAAM) or the SBCTC Fiscal Affairs Manual (FAM).

Ability to work with a complex fund structure, detailed budgets, and extensive chart of accounts.

Ability to monitor and review input and output of financial data, and develop fiscal queries and reports.

Ability to interpret and explain applicable state and federal regulations.

Adaptability and Flexibility

Adapts to changing business needs, conditions, and work responsibilities.

Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.

Effective Communication

Possesses excellent communication skills, including clarity and frequency, active listening, providing feedback with respect for dignity, and assertive communication.

Cultural Humility

Skilled in using constructive communication to interact respectfully and professionally with individuals from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, as well as all ages and lifestyle preferences.

Team Work

Works cooperatively with others, recognizes and appreciates team members' contributions, and respects the team and its perspectives.

Personal Responsibility

Demonstrates responsible personal and professional conduct, which contributes to the overall mission and goal of the organization, and accepts personal responsibility for the quality and timeliness of work.

Relationship Building

Demonstrates emotional intelligence, active listening, and professionalism in complex situations; firmly committed to promoting diversity and mutual respect in a collaborative environment.