Procurement Specialist

Oxford Senior Living; Gardner (KS); On-site; USD 43,000 - 54,000; Full time

Job summary

The City of Gardner is hiring a Procurement Specialist to anchor supply-chain operations, budgeting, and accounts payable within the municipal electric utility. You’ll balance policy compliance with hands-on inventory coordination in warehouses and yards.

Ideal candidates have 2–4 years in related fields, strong Excel skills, and a willingness to train if needed. This is a full-time, on-site role requiring a valid driver’s license and forklift certification within 30 days.

Qualifications

• 2 to 4 years in accounts payable or inventory control.
• Strong Excel skills and data management.
• Experience in utility, construction, or public works preferred.
• Valid driver's license required.
• Forklift certification required within 30 days of appointment.

Responsibilities

• Administers procurement workflows, asset tracking, and accounts payable processing.
• Reconciles field work orders with inventory data and maintains vendor relationships.
• Maintains strict adherence to municipal purchasing policies and public bidding rules.
• Generates monthly analytics on vendor performance and material costs.
• Operates forklift and other warehouse equipment to support yard operations.
• Supports annual audits and departmental budgeting with clean data.

Skills

Procurement policy

Work order audit

Data standards

Equipment operation

Professional communication

Time management

Analytical skills

Education

Associate degree

Driver's license

Forklift certification

Job description

• Location 120 E MAIN STREET,Gardner, KS, 66030-1310,United States
• Base Pay $20.60 - $26.15 / Hour
• Job Category Non Exempt
• Employee Type Full Time
• Required Degree High school

Contact information

• Name Human Resources
• Phone [phone]

* Now Hiring: Procurement Specialist *

Looking to build a stable, rewarding career in the public sector with an organization that values your growth?

The City of Gardner is seeking a detail-oriented, organized Procurement Specialist to anchor vital supply-chain, accounts payable, and inventory operations for our municipal electric utility. This dynamic role acts as the central logistical hub for our department—balancing sharp administrative data management (auditing credit card logs, verifying fuel tracking, processing vendor invoices) with hands-on inventory coordination in our utility warehouse and equipment yards.

No direct utility experience? We will train the right person!
If you have 2 to 4 years of experience in bookkeeping, warehousing, accounts payable, or general inventory tracking—coupled with strong Excel skills, a great driving record, and an eagerness to learn,we want to hear from you.

Requirements

Knowledge, Skills, and Abilities

• Public Procurement Policy: Direct, verifiable ability to interpret and rigidly apply municipal purchasing policies, spending thresholds, statutory procurement processes, and competitive bidding rules.
• Work Order Synchronization: Advanced ability to audit technical field work orders and translate complex material logs into accurate software updates.
• Technical Data Standards: Highly proficient in Microsoft Excel and dedicated ERP/Utility Inventory Management software. Enforces a zero-error tolerance on manual entries.
• Industrial Equipment Operation: Ability to safely and effectively operate utility inventory machinery, forklifts, and utility transport vehicles.
• Professional Communication: Ability to communicate clearly, assertively, and professionally with internal departments, field crews, and external corporate vendors.
• Accountability & Time Management: Demonstrates active listening, manages multiple conflicting tasks accurately, and adheres rigidly to management deadlines under minimal oversight.
• Analytical Problem-Solving: Ability to independently recognize subtle accounting or inventory errors, trace the root cause, and proactively execute practical solutions.

Education and Experience Requirements

• Education: Associate’s Degree in Accounting, Business Administration, Supply Chain Management, or a closely related field preferred; or an equivalent combination of education and experience.
• Licensure: Must possess and maintain a valid Driver's License with a good driving record.
• Certification: Must possess or obtain a valid Forklift Operator Certification within 30 days of appointment and maintain it continuously.
• Experience: Minimum of 2 to 4 years of progressive experience in Accounts Payable, Technical Inventory Control, or general purchasing workflows. Experience directly within a utility, construction, or public works environment is highly preferred, but the City is willing to train the right individual who possesses strong technical data skills and operational adaptability.

Physical Demands & Work Environment

• Requires walking, bending, or climbing over rough, uneven utility inventory yard terrain and working outside in inclement weather conditions.
• Ability to safely lift, move, or maneuver warehouse items weighing up to 20 pounds.
• Operates industrial tools, warehouse machinery, and standard office equipment.
• Works dynamically between an outdoor industrial yard environment and a professional office setting with moderate to loud noise levels.

Summary

Job Summary

The Procurement Specialist administers cost-effective public procurement workflows, asset tracking, complex utility inventory control, and accounts payable processing. This position sources specialized suppliers, reconciles field work orders to maintain strict utility inventory data, and audits departmental credit card and fuel transactions. Operating under structured internal controls, the employee holds no independent purchasing authority; all procurement actions must be compiled, verified for policy compliance, and routed to the Utility Director for final authorization.

Job Scope

Maintains digital and physical records to generate data analytics on department performance, asset management, and technical inventory lists. Reconciles utility work orders to ensure field materials utilized by crews directly sync with available warehouse stock. Monitors reorder points and executes timely replenishment actions. This position reports directly to the Utility Director and operates under strict municipal purchasing policies and financial guidelines.

Essential Duties and Responsibilities

The employee must execute the following duties accurately, timely, and without constant supervision:

• Inventory Control & Infrastructure Accuracy: Performs rigorous physical month-end audit counts of utility inventory with a zero-error target. Manages, organizes, and verifies all specialized equipment (including electric utility assets) in the utility warehouse and yards. Generates variance reports for missing or mismatched items and updates digital inventory systems daily.
• Work Order Reconciliations: Reviews, audits, and closes out departmental work orders. Verifies that infrastructure materials pulled for field jobs accurately update digital inventory tracking. Investigates, traces, and corrects stock discrepancies immediately.
• Procurement & Public Policy Administration: Gathers competitive vendor quotes, analyzes pricing, and coordinates acquisition workflows. Prepares purchase orders, ensuring they strictly adhere to City purchasing policies and public bidding thresholds before routing to the Director for approval.
• Credit Card & Fuel Audit Processing: Reconciles, audits, and reviews all department purchasing card statements and fuel consumption logs daily. Verifies receipts against ledgers to ensure absolute compliance with financial guidelines.
• Performance Analytics & Reporting: Processes raw utility records to generate monthly analytics on vendor performance, fuel usage metrics, material cost trends, and master inventory valuations.
• Utility Yard Operations: Safely operates material handling equipment, including a forklift, to unload deliveries, organize heavy industrial racking systems, and safely stage construction materials for utility linemen and field crews.
• Accounts Payable Processing: Prepares incoming vendor invoices for payment, mapping them to correct general ledger accounts. Tracks outstanding invoices to prevent late fees and ensures zero missed payments.
• Vendor & Compliance Liaison: Serves as the primary point of contact for utility vendors and internal customers. Independently resolves invoice discrepancies, shipping disputes, and pricing errors while verifying proper calculation of public purchases and tax exemptions.
• Audit & Budget Support: Assists the utility management team with analyzing financial statements and updating material expenses. Provides clean data support for annual municipal audits and the departmental budgeting process.
• Operational Adaptability: Performs all other duties and specialized technical projects as requested by the Utility Director.

Selection Guidelines

Selection Guidelines:
Formal application, rating of education and experience; and successful completion of oral interview; reference check; physical and drug screen; and background checks are required. Job related tests including assessments may be required.