Procurement Specialist

Santa Fe County NM; Santa Fe (NM); On-site; USD 40,000 - 60,000; Full time

Job summary

Santa Fe County is seeking a Procurement Specialist to manage purchasing of goods and services in compliance with the New Mexico Procurement Code. You will review purchase orders, analyze requisitions, and coordinate with vendors and internal departments.

The role includes drafting bids and contracts, tracking obligations and funds, and maintaining contract files. Strong knowledge of procurement laws, office software, and excellent written and verbal communication are essential.

Qualifications

• High school diploma or equivalent.
• Two years of finance, purchasing, and/or procurement experience.
• Any combination of college education, training and experience totaling two years.
• Relevant education may be substituted for experience at a rate of 30 semester hours equal to one year.

Responsibilities

• Reviews and prepares purchase orders complying with procurement laws and county policies.
• Communicates with vendors, obtains quotes, and maintains vendor files.
• Assists in preparing RFPs, RFIs, and other solicitation documents.
• Drafts, finalizes, and retains contracts and amendments.
• Tracks contract execution and fund obligations; maintains contract files.

Skills

Procurement knowledge

Office software

Analytical skills

Communication

Budget analysis

Education

High school diploma

Two years of finance/purchasing experience

Education substitution rules

Tools

Word processing

Spreadsheets

Database systems

Job description

Primary Purpose

Performs processing tasks related to the procurement of tangible personal property, services, and construction for Santa Fe County through the use of an automated accounting system.

Essential Job Functions

• Reviews and prepares purchase orders for the purchase of tangible personal property, services, and construction; analyzes purchase requisitions to ensure compliance with the New Mexico Procurement Code, Santa Fe County ordinances, regulations, policies, and procedures, and any other applicable procurement requirements; identifies violations on purchases and prepares recommendations for Procurement Manager and Finance Director.
• Communicates with vendors regarding quotes, invoices, and other items relevant to purchasing; obtains quotes for purchases; compiles vendor information on goods and/or services available for purchase; and assists in maintenance of County vendor file.
• Assists with preparing and issuing Requests for Proposals, Invitations for Bids, Requests for Quotes, and other solicitation documents.
• Drafts, processes, finalizes, and retains contract amendments; processes, finalizes, and retains contracts.
• Prepares contract award documents and tracks contract execution and obligation and de-obligation of funds.
• Prepares caption headings, memos, and relevant documentation for purchases requiring Board of County Commissioners’ approval.
• Maintains current contract list for assigned departments, as well as solicitation and contract files.

Knowledge / Skills

• Knowledge of procurement laws, policies, procedures, regulations, and other requirements.
• Knowledge of office procedures and equipment including basic office machinery and word processing programs and the ability to learn more complex computer programs.
• Ability to accurately analyze, evaluate, summarize and assist in the compilation of budget and procurement data; to exercise good judgment in analyzing organizational problems and making appropriate recommendations; to perform effectively under strict deadlines; to organize and present thoughts clearly and precisely in both verbal and written form; and to establish and maintain an effective working relationship with supervisors, other employees, and the public.
• Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment.
• Skilled in customer service.

Minimum Qualifications

• High school diploma or equivalent; and
• Two (2) years of finance, purchasing, and/or procurement experience, or
• Any combination of college education, training and experience in purchasing, accounting, finance, procurement, business administration or related field totaling two (2) years.
• Relevant education may be substituted for experience at a rate of 30 semester hours equal to one (1) year experience.

Working Conditions

Work is performed in an office setting. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; and talk or hear. Clarity of vision at short distance is required. May be required to lift up to 20 pounds. May be subject to exposure to CRTs and VDTs.

Conditions Of Employment

Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a County paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be required to drive a County vehicle during the performance of his/her duties.

Santa Fe County is an Equal Opportunity Employer It is the policy of Santa Fe County to ensure equal employment opportunity to all persons regardless of race, color, age, physical or mental handicap, sex, national origin, ancestry, religion, serious medical condition, sexual orientation, gender identity, genetic information, or political affiliation

Santa Fe County is proud to offer a comprehensive benefits package to eligible, full-time and part-time employees who work 20 hours per week. You will receive plan booklets, which give you more detailed information about each of these programs.

Benefits Offered

• Medical
• Dental
• Vision
• Life Insurance
• Accidental Death & Dismemberment (AD&D) Insurance
• Voluntary Life and AD&D
• Short-Term Disability
• Long-Term Disability
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Gym Membership

To learn more details, visit our website:

• Health Benefits
• Leave and Retirement
• Additional Employee Benefits
• Employee Development Program