Purchasing Specialist II

About the Department

Position Duties

• Performs risk-based review and approval of requisitions, purchase orders and contracts, to ensure transactions are legal, properly authorized, and defensible under audit Independently monitors, validates, and enforces internal control requirements, including authorization, funding availability, documentation standards, and statutory compliance Assures that anticipated expenditures are legal, properly authorized, and represent best value prior to encumbering County funds Identifies potential compliance, audit, or legal risks and initiates corrective action or escalation prior to transaction approval Coordinates with the General Counsel’s Office on contract development, solicitation language, and procurement compliance issues to mitigate legal risk Analyzes high volume materials and services to determine the best sourcing strategy between competitive bid and cooperative purchasing methods Works with vendors/contractors to aid their understanding of the purchasing requirements for local governmental entities Prepares and administers invitation for bid process by performing research and review and revision of specifications provided by end-users Reviews and analyzes vendor award information and processes award recommendation for Commissioners Court, ensuring procedural and legal compliance Processes requisitions and approvals of purchase orders up to $50,000 Researches, reviews, and assists in the development of contracts, and prepares for agenda item placement Serves as primary contact for internal and external customers on solicitations and purchase agreements during the solicitation process Reviews and collects supporting documentation for requisition approval processing Performs quality control of various documents and ensures they meet purchasing policies and compliance implemented by federal, state, and local laws Maintains complete and accurate electronic and physical purchasing files to support audit readiness and transparency Provides customer service to customers and staff via telephone, email or in person Attends all meetings and trainings, as required Performs special duties as assigned ORGANIZATION RELATIONSHIPS Reports directly to – Purchasing Manager Direct Reports – No PHYSICAL DEMANDS Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying Position involves safely operating a motor vehicle ENVIRONMENTAL FACTORS Work is primarily indoors in an air-conditioned environment Travel between work sites, as required IRREGULAR HOURS Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required May be deemed essential personnel in the event of an emergency The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.
• Performs risk-based review and approval of requisitions, purchase orders and contracts, to ensure transactions are legal, properly authorized, and defensible under audit
• Independently monitors, validates, and enforces internal control requirements, including authorization, funding availability, documentation standards, and statutory compliance
• Assures that anticipated expenditures are legal, properly authorized, and represent best value prior to encumbering County funds
• Identifies potential compliance, audit, or legal risks and initiates corrective action or escalation prior to transaction approval
• Coordinates with the General Counsel’s Office on contract development, solicitation language, and procurement compliance issues to mitigate legal risk
• Analyzes high volume materials and services to determine the best sourcing strategy between competitive bid and cooperative purchasing methods
• Works with vendors/contractors to aid their understanding of the purchasing requirements for local governmental entities
• Prepares and administers invitation for bid process by performing research and review and revision of specifications provided by end-users
• Reviews and analyzes vendor award information and processes award recommendation for Commissioners Court, ensuring procedural and legal compliance
• Processes requisitions and approvals of purchase orders up to $50,000
• Researches, reviews, and assists in the development of contracts, and prepares for agenda item placement
• Serves as primary contact for internal and external customers on solicitations and purchase agreements during the solicitation process
• Reviews and collects supporting documentation for requisition approval processing
• Performs quality control of various documents and ensures they meet purchasing policies and compliance implemented by federal, state, and local laws
• Maintains complete and accurate electronic and physical purchasing files to support audit readiness and transparency
• Provides customer service to customers and staff via telephone, email or in person
• Attends all meetings and trainings, as required
• Performs special duties as assigned

ORGANIZATION RELATIONSHIPS

PHYSICAL DEMANDS

ENVIRONMENTAL FACTORS

IRREGULAR HOURS

Minimum Qualifications

• High school diploma or equivalent and four (4) years of purchasing related experience (i.e., finance, accounting, etc.) OR an equivalent combination of education and experience Knowledge of local, state, and federal government finance practices Working knowledge of Microsoft Office Suite LICENSES AND CERTIFICATIONS Required within thirty (30) days of employment Valid Texas driver’s license PREFERRED QUALIFICATIONS Associate degree in a related field Two (2) year of public purchasing experience in a government capacity Knowledge of Enterprise Resource Planning purchasing software (ERP) including Oracle Proficient data entry skills with the ability to type up to 55 words per minute National Purchasing Association Certification EMPLOYMENT TESTING Employment is contingent on passing any post-offer pre-employment screening as listed below: Criminal background check: Yes Motor Vehicle Record check: Yes Drug screening: No Physical exam: No Psychological exam: No Additional: N/A
• High school diploma or equivalent and four (4) years of purchasing related experience (i.e., finance, accounting, etc.) OR an equivalent combination of education and experience
• Knowledge of local, state, and federal government finance practices
• Working knowledge of Microsoft Office Suite

Required within thirty (30) days of employment

PREFERRED QUALIFICATIONS

• Associate degree in a related field
• Two (2) year of public purchasing experience in a government capacity
• Knowledge of Enterprise Resource Planning purchasing software (ERP) including Oracle
• Proficient data entry skills with the ability to type up to 55 words per minute
• National Purchasing Association Certification

EMPLOYMENT TESTING

Other Qualifications

• A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilco.org/hr . Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department. TOBACCO FREE WORKPLACE POLICY Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.
• A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilco.org/hr .
• Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

• Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.

Benefits

• Williamson County offers a full range of employee benefit programs for eligible full-time employees, retirees, and their families. These programs include group health plans for medical and dental coverage; an Employee Assistance Program (EAP); life; short- term disability and long-term disability insurance; and flexible spending accounts for health care and dependent care reimbursements. To review our benefit options and associated costs, click here to visit our interactive benefits cost estimator. The County also provides retirement benefits. Full-time & part-time employees participate in the Texas County & District Retirement System (TCDRS), and employees may also participate in a retirement savings program (Deferred Compensation). In addition to these basic employee benefits and retirement services, employees benefit from a variety of other programs including 12 paid holidays. For more details please contact Williamson County Human Resources at 512-943-1533.
• Williamson County offers a full range of employee benefit programs for eligible full-time employees, retirees, and their families. These programs include group health plans for medical and dental coverage; an Employee Assistance Program (EAP); life; short- term disability and long-term disability insurance; and flexible spending accounts for health care and dependent care reimbursements.
• To review our benefit options and associated costs, click here to visit our interactive benefits cost estimator.
• The County also provides retirement benefits. Full-time & part-time employees participate in the Texas County & District Retirement System (TCDRS), and employees may also participate in a retirement savings program (Deferred Compensation). In addition to these basic employee benefits and retirement services, employees benefit from a variety of other programs including 12 paid holidays. For more details please contact Williamson County Human Resources at 512-943-1533.

Supplemental Questions