Purchasing Specialist I

Description

General Summary: Entry level position responsible for processing purchase requisitions, generating purchase orders, auditing invoices for payment, and related clerical work and record keeping.

Positions reporting to this position: None

Duties and Responsibilities (functions considered essential are marked by an *):

• *Receives routine purchase requisitions and coordinates managerial approval for indirect and direct purchase categories.
• *Generates basic purchase orders, ensuring accuracy and compliance within company policies.
• *Interacts with suppliers to place orders, schedule deliveries, and resolve shipping errors.
• *Verifies three-way matches of invoices for materials or services and authorizes payment processing within the scope of authority.
• *Communicates with vendors and/or company staff to resolve errors detected within vendor invoices.
• *Ensures the workflow of purchase requisitions and invoices are maintained to meet department KPI’s.
• *Utilizes company accounting procedures to generate monthly payables accrual.
• *Reviews bid proposals and negotiates purchases within budgetary limitations and scope of authority. 
• *Maintains procurement records such as: items or services purchased, costs, delivery, product quality and performance.
• *Reconciles monthly account statements from strategic suppliers.
• Provides clerical support and relieves other purchasing specialists as needed. 
• Performs other incidental and related duties as required.

Requirements

JOB QUALIFICATIONS (refers to job, not incumbent):

Educational Requirements:

Associate’s degree or equivalent combination of education and experience.

Required Certification/Licensure: None

Experience Requirements:

One (1) year purchasing or accounts payable experience preferred. 

Knowledge / Skills Required:

Basic computer skills with basic to intermediate proficiency in Microsoft Excel. Basic understanding of bookkeeping practices and procedures including general ledger codes and cost centers. Professional verbal and written communication skills. Excellent organizational skills with the ability to perform well in a fast-paced environment. 

Preferred Skills:

Knowledge of basic purchasing principles, including procure-to-pay processes. 

Physical Demands:

Required to work in a standard office environment in a sitting position 80% of the time. Must be able to operate a computer and may occasionally need to lift and/or move up to 25 pounds. 

Working Conditions: 

Standard indoor office environment.

Travel:

Limited travel. Less than 5%.

Position Interacts With (indicate internal and external contacts):

Company staff and management, vendors and suppliers.