Purchasing Specialist

Description

Position Function: 

To be responsible for purchasing and travel support functions, including reviewing and evaluating travel requests, coordinating and booking employee travel, processing purchase orders, verifying receipt and performance of goods and services, processing vendor invoices and receipts, coding transactions for proper financial classification, and maintaining accurate purchasing and travel documentation. This position requires independent judgment to apply agency policies consistently, assess cost reasonableness and logistical feasibility, and provide guidance to staff when requested plans require modification.

Working Conditions:

Standard office conditions including extensive computer, email, and telephone use. Physical requirements include unboxing deliveries; carrying boxes; reaching, stooping, and organizing inventory; and occasional use of a step stool to access higher shelving. This position requires attendance at occasional off-site meetings or events and occasional travel to satellite offices throughout the agency’s 10-county service area.

Exposure to Confidential Information:

Must maintain confidentiality and follow policies related to financial information, personnel records and client records.

Key Expectations/Responsibilities:

• Review submitted travel requests to evaluate policy compliance, cost reasonableness, and logistical feasibility.
• Apply established policies consistently across varying scenarios, recognizing equivalency when requests differ in detail but align in purpose, cost, and intent.

• Provide professional, solution-oriented guidance to staff when plans require clarification or modification to meet policy and operational expectations.
• Coordinate, book, and document employee and client travel arrangements for in-state and out-of-state travel in accordance with agency policies.
• Review and process purchasing requests for supplies, equipment, program materials, and special or non-routine items, evaluating requests for policy compliance, appropriateness, and cost efficiency.
• Provide guidance to staff when purchasing requests require clarification or modification to align with agency policies or operational needs.
• Prepare and process purchase orders for supplies, equipment, and non-client services.
• Track receipt and delivery of goods and services to support invoice approval.
• Review submitted office supply counts from satellite offices, conduct physical inventory counts at the home office, prepare purchase requests as needed, and coordinate receipt, storage, and distribution of supplies.
• Code credit card receipts, travel receipts, and refund requests to appropriate general ledger accounts for reconciliation.
• Maintain organized and accurate purchasing, travel, and inventory records.
• Perform other related duties as assigned by supervisor.

· Perform other duties as assigned by supervisor.

Decision-Making & Judgment:

This position exercises independent judgment within established policies and guidelines. The employee is expected to assess whether requests align with the intent of agency policies, identify when plans are inefficient or impractical, and recommend appropriate alternatives. Issues outside established parameters are elevated to the supervisor as needed.

Requirements

Education: Associate’s degree in Business Administration, Accounting, Finance, Public Administration, Operations, Logistics, or a related field, or an equivalent combination of education and relevant experience.

Experience: Minimum of 2 years of experience in purchasing support, travel coordination, administrative operations, accounting support, or a related role. Experience reviewing requests or documentation for compliance with policies, procedures, or guidelines. Experience communicating required changes, alternatives, or recommendations to staff or customers. Experience coordinating logistics, schedules, or arrangements involving multiple stakeholders. Experience processing receipts, invoices, or expense documentation with attention to accuracy and completeness. Preferred experience: Experience in a public sector, nonprofit, or regulated environment. Familiarity with travel policies, purchasing procedures, or internal controls. Experience with inventory tracking or physical inventory counts.

Functional:

Ability to work in an organized, efficient, accurate, and thorough manner while managing multiple requests and deadlines. Knowledge of purchasing and contract management best practices is desired. Strong verbal and written communication skills with the ability to explain decisions and requirements clearly and professionally. Demonstrated judgment and critical thinking skills, including the ability to apply policy principles consistently across varying situations. Ability to gather and analyze information, identify practical and cost-effective solutions, and coordinate plans interdepartmentally. Strong work ethic with a commitment to accountability, initiative, and follow-through.