Procurement Specialist

Overview

Responsibilities

Procurement Operations & Transaction Support

• Applies understanding of Federal procurement and acquisition regulations, policies, and procedures.
• Manages the full life cycle of procurement helpdesk tickets.
• Takes ownership of vendor onboarding, maintenance, and documentation of vendor performance in the vendor management system.
• Evaluates purchase requests and coordinates with requestors to clarify requirements, specifications, and timelines.
• Facilitates requisition submission, obtains approval, and generates and distributes purchase orders to vendors. Interacts with vendors to obtain product cost/specifications and performs billing inquiry analysis and reconciliations; supports supplier issue resolution.
• Monitors order status and resolve fulfillment issues.
• Develops and maintains accurate, complete, and compliant buyer files.

Compliance, Audit & Documentation

• Ensures cross-functional compliance.
• Assists in developing and updating procurement procedures, SOPs, and internal guidance.
• Prepares for and participates in internal and external ISO 9001 audits.
• Provides requested evidence and demonstrates procurement processes during audits.

Process Improvement & Systems Support

• Analyzes complex data to identify risks / cost reduction opportunities.
• Identifies opportunities for procurement process improvements.
• Contributes to enhancements in procurement workflows, systems, and documentation.
• Assists in managing implementation of functionality changes associated with software releases.

Training, Communication & Stakeholder Support

• Delivers procurement-related training as instructed
• Supports training development and strategic communications tied to system or process changes.
• Coordinates across systems and teams to resolve issues in a timely manner.
• Escalates complex or high-risk issues to the Procurement Systems Manager.

General Role Expectations

• No supervisory responsibilities.
• Other duties as assigned

Qualifications

Minimum Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)

• Bachelor’s degree in supply chain management, Business, Finance, Accounting, or a related field.
• At least 3 years of progressive experience in strategic sourcing, procurement, or contract management.
• Intermediate (or greater) understanding of Federal procurement regulations and
• instruments and associated system functions, business rules and data elements.
• Proficiency with procurement systems (e.g., ERP systems like Costpoint) and Microsoft Office tools.
• Strong analytical and documentation skills
• Successfully pass background and drug screening

Knowledge, Skills and Abilities:

• Ability to prioritize and plan work activities; Uses time efficiently.
• Ability to approach others in a tactful manner; Reacts well under pressure.
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations.
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Ability to write business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, customers, and the public.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to define problems collects data, establish facts, and draw valid conclusions

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.