Procurement Specialist

Procurement Specialist

Under the direction of the Procurement Manager or designee, the Procurement Specialist is the intermediate / journey-level classification in the procurement series. The Procurement Specialist is responsible for independently performing complex purchasing duties. This position ensures that goods and services are acquired in accordance with laws, regulations, and organizational policies. The role includes soliciting bids, evaluating proposals, negotiating terms, and managing vendor relationships.

Essential Functions :

• Collaborate with legal, finance, and operational departments during purchasing cycles.
• Perform the end-to-end procurement process for goods, services, and equipment above the informal bidding threshold.
• Develop bid documents, Requests for Quotations (RFQ), Requests for Proposals (RFP), Invitations for Bids (IFB) and determines applicability of requirements including, but not limited to, public works contracts and other requirements such as prevailing wage and bonding requirements.
• Analyze vendor proposals and make award recommendations.
• Work with vendors on purchase orders and purchasing agreements as needed.
• Perform complex purchases including special actions such as piggy backing, formal solicitation and bids, Public / Small Works and A&E services.
• Resolve complex purchasing issues, discrepancies, or disputes.
• Maintain accurate procurement records, pricing, and vendor files.
• Provide guidance to procurement team members or other staff as needed.
• Interpret and apply procurement laws, regulations, and internal policies.
• Provide key performance indicators (KPIs) for assigned procurement processes, to include relevant and measurable outcomes.

Perform special projects as assigned.

Actively support the vision, mission, values, and goals of the department and Puget Sound Fire.

Successful Incumbents for the Position Will Have the Following Knowledge, Skills and Abilities :

Ability to exercise judgment with minimal supervision.

Read and interpret complex documents such as procurement laws, regulations, operating and maintenance instructions, procedure manuals, general business periodicals, professional journals, technical journals, governmental regulations in order to apply them with sound judgment.

Utilizing interpersonal skills with tact, patience and diplomacy.

Exceptional communication skills, with the ability to express, advocate and defend views effectively and with clarity to internal and external customers.

Effectively identify, collect, and organize data and information for analysis and recommendations.

Exercising initiative, judgment, and decision-making skills to meet objectives.

Critical thinking and problem solving.

Effectively organizing and expressing ideas through the use of written and verbal communications before groups of employees.

Establishing and maintaining trust, confidence, and effective working relationships with co-workers, managers, supervisors, employees, and the public.

Demonstrate positive and effective interaction and communication with individuals of diverse occupational and socio-economic backgrounds.

Effectively participate in cross-functional projects.

Skills for the Position May Be Gained Through Education, Certification, Relevant Job Experience or a Combination, Such as :

Licenses and Other Requirements :

Physical Demands and Working Conditions :

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 for extended periods of time; use hands to finger, handle, or feel; and talk and hear. The employee frequently is required to type on keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to 25 pounds.

Work is performed in a typical office environment, which includes a computer and workstation. The incumbent may occasionally travel to perform duties at various work locations, such as fire stations or outdoors. If outdoors, the working conditions may be in varied weather conditions or uneven terrains. The noise level in the work environment is usually moderate while indoors; the noise level will vary outdoors depending on the location.