Procurement Specialist

SouthWest Transit; Eden Prairie (MN); Hybrid; USD 65,000 - 95,000; Full time

Job summary

SouthWest Transit is seeking a Procurement Specialist to coordinate purchasing of goods, services, and equipment in compliance with policies and laws. This in-office role focuses on managing bids, contracts, and supplier relationships to ensure cost-effectiveness.

The candidate will develop RFB/RFP/RFI documents, monitor procurement activities, and maintain audit-ready records while pursuing cost savings and process improvements in a public transit environment.

Qualifications

• Bachelor’s degree in accounting, finance, business administration or a related field.
• At least 5 years of experience in a procurement role.
• Thorough understanding of state and federal purchasing laws and regulations.
• Experience with procurement risk management and compliance monitoring.
• Embraces SWT values of Purpose, Integrity, Continuous Learning, Innovation, Belonging and Accountable.

Responsibilities

• Coordinate all purchasing and contracting activities in compliance with laws and SWT policies.
• Develop solicitation documents (RFB, RFP, RFI, RFQ) and other documents.
• Manage purchase orders and ensure policy compliance; provide guidance.
• Maintain audit-ready procurement documentation.
• Identify cost savings and efficiency improvements for departments.
• Maintain contracts and cooperative listings for informed decisions.
• Review bid documents and contracts for compliance.
• Negotiate with vendors to obtain discounts and favorable terms.
• Conduct cost analysis and align procurement with budgets.

Skills

Procurement

Cost analysis

Vendor management

Negotiation

Compliance monitoring

Budgeting

Risk management

Education

Bachelor’s degree in accounting, finance, business administration or a related field

Tools

ERP software

P-Card management

Job description

The Procurement Specialist is responsible for coordinating the purchase of goods, supplies, equipment and services in compliance with SouthWest Transit's policies, MN State Law and federal regulations.

SouthWest Transit

is an award-winning public transit agency serving the core areas of Chaska, Chanhassen, and Eden Prairie. We currently offer express bus service to and from Downtown Minneapolis, the University of Minnesota, and Normandale Community College as well as daily on-demand micro-transit service in our core service area as well as adjacent cities in Carver, Scott, and Hennepin counties. In addition to our regular services, we also offer seasonal services including the Minnesota State Fair, Twins Express, Vikings Express, Gophers Express, select concerts, and more.

Mission

We provide a premium experience for the southwest Twin Cities through safe, reliable, and cost-effective transit that builds community and connects our customers from where they are to where they want to go.

Vision

SouthWest Transit is the leading provider of innovative transit solutions that improve livability and enhance economic opportunity in the communities we serve.

This role is 100% in office.

• Performs all purchasing and contracting activities related to transit procurement in compliance with Federal, State and local laws and regulations, Southwest Transit policies, and industry best practices.
• Develops solicitation documents to include Request for Bids (RFB), Request for Proposals (RFP), Request for Information (RFI), Requests for Qualification (RFQ), and other solicitation documents as needed.
• Manages the purchase order and other procurement processes to ensure compliance with purchasing procedures and policies. Provides guidance, as necessary, to improve procurement compliance and processes.
• Maintains all required documentation for purchases and ensures records are audit-ready for internal and external reviews.
• Supports department needs for purchasing of goods and services while identifying opportunities for cost savings and efficiency improvements
• Maintains accurate and updated listing of all contracts, cooperatives, etc. to ensure that departments/employees have the necessary tools available to make informed purchasing decisions.
• Reviews bid documents, contracts, quotes, and other documents to validate compliance with procurement ordinances and policies.
• Proactively works with department heads and/or employees to determine purchasing needs and the most cost effective and efficient means of meeting those needs.
• Coordinates with the Inventory Control specialist to ensure appropriate inventory levels and provides support as needed.
• Evaluates vendors based on price, reliability, capability, and previous transaction history, and compliance with ethical procurement standards.
• Manages supplier relationships to ensure consistent quality, service, and cost-effectiveness.
• Works with vendors to negotiate volume and cash transaction discounts, and other available discounts/cost savings.
• Conduct cost analysis and ensure procurement aligns with budget constraints and cost-saving initiatives.
• Identifies and mitigates procurement-related risks, including vendor performance issues and contract non-compliance.
• Utilizes procurement software or ERP systems for tracking and reporting procurement activities.
• Manages and oversees the company purchasing accounts with Amazon, Costco, and others while ensuring proper approvals, cost control, and compliance with procurement policies.
• Administers and monitors Purchasing Card (P-Card) purchases made by managers, ensuring adherence to budgetary guidelines and purchasing procedures/policies.
• Performs other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree in accounting, finance, business administration or a related field
• At least 5 years of experience in a procurement role
• Thorough understanding of state and federal purchasing laws and regulations
• Experience with procurement risk management and compliance monitoring.
• Embraces SWT values of Purpose, Integrity, Continuous Learning, Innovation, Belonging and Accountable.

Preferred Qualifications

• Experience working with the Federal Transit Administration
• Experience with compliance with federal purchasing requirements for federal grant awards
• Relevant certifications such as: Certified Professional in Supply Management (CPSM), Certified Purchasing Professional (CPP), Certified Public Procurement Officer (CPPO), Federal Transit Administration Procurement Training (if applicable), etc.

Most work is indoors in a normal office environment. Occasional lifting of twenty-five pounds or less is required. Travel within the metropolitan area to attend meetings is likely to occur one to two times weekly. There is occasional exposure to maintenance or parking facilities operated by SWT.