Purchasing Specialist

City of Appleton; Appleton (WI); On-site; USD 60,000 - 85,000; Full time

Job summary

City of Appleton is seeking a Purchasing Specialist to manage day-to-day procurement, inventory, and audit functions within the Utilities Department. You will ensure GAAP and PSC compliance, coordinate with suppliers, and maintain asset management data for CIP/O&M and capital planning.

The role supports management and operations staff, with reporting to the Utilities Deputy Director. A related associate degree and 3–5 years of experience are preferred, including knowledge of vendor contracts and

Qualifications

• Associate degree or post-secondary training in business, accounting, supply chain, or related field.
• 3–5 years of purchasing, procurement, inventory control, or related experience.
• Experience in utility procurement and compliance with GAAP/PSC rules is preferred.

Responsibilities

• Review purchase requisitions and prepare specifications and purchase orders.
• Monitor orders and ensure timely delivery and quality of goods.
• Maintain accurate inventory and asset management data.
• Assist with year-end inventory and audit processes.

Skills

GAAP knowledge

PSC rules

Vendor management

Reading engineering drawings

Data analysis

Education

Associate degree in business / accounting / supply chain

Tools

Microsoft Office Suite

ERP / asset management software

Asset management software

Job description

This position is responsible for supporting a wide variety of day-to-day, monthly, and annual purchasing, inventory, and auditing functions within the Utilities Department. The Purchasing Specialist ensures compliance with Generally Accepted Accounting Principles (GAAP) and Public Service Commission (PSC) rules and regulations, and coordinates activities related to procuring goods and services such as raw materials, equipment, tools, parts, and supplies. The Purchasing Specialist maintains accurate inventory records and provides procurement data in support of the Utilities Department Asset Management Program administered by the Infrastructure & Asset Manager. This position also provides technical assistance to management and operations staff as necessary for process operations, Capital Improvement Projects (CIPs), Operations and Maintenance (O&M) projects, and special projects. The position reports to and is supervised by the Utilities Deputy Director.

ESSENTIAL JOB FUNCTIONS

Purchasing & Procurement

• Reviews and verifies purchase requisitions by comparing requested items to the master list, clarifying unclear items, and recommending alternatives as appropriate.
• Prepares specifications for purchases; verifies specifications and pricing; and obtains recommendations from suppliers for substitute items.
• Makes purchases and prepares purchase orders; forwards orders to suppliers; and monitors and expedites orders.
• Obtains purchased items and verifies receipt by comparing items or services purchased, costs, delivery, and product quality or performance against inventories.
• Rejects defective or unacceptable goods or services upon inspection and communicates with service providers and vendors to determine the source of the issue and take corrective action.
• Tracks procurement card (P-card) purchases to ensure compliance with City purchasing policy and procedures.
• Obtains chemical pricing and contracts and maintains chemical inventories and specifications.
• Keeps information accessible by sorting and filing documents and maintaining records in accordance with departmental records management practices.

Inventory & Asset Management Support

• Maintains the inventory master file within the City asset management software system, ensuring accurate and current stock records in compliance with GAAP and PSC rules and regulations.
• Coordinates with Utilities Department supervisors to ensure inventory and procurement data are accurately reflected in the Asset Management Program and asset master list.
• Provides purchasing and inventory data to support asset lifecycle tracking, preventive maintenance scheduling, and capital planning activities administered by the Utilities Department supervisors.
• Supports year-end physical inventory and reconciliation process and assists auditors with year-end inventory reconciliation, including the annual Wisconsin DNR Replacement Fund.
• Provides the Utility Accounting Manager with monthly reports to support numerous regulatory and accounting requirements.

Planning & Reporting Support

• Provides purchasing planning and control information by collecting, analyzing, and summarizing procurement data and trends as required.
• Supports Capital Improvement Planning teams by providing technical purchasing assistance and procurement documentation.
• Provides data and documentation to the Utilities Department supervisors to support Capital Improvement Planning, long-range asset replacement scheduling, and budget development.
• Maintains regular, punctual, and predictable attendance and works overtime and extra hours as required.

OTHER JOB FUNCTIONS

• Develops and organizes special projects and investigations assigned.
• Provides technical purchasing and procurement assistance to capital improvement teams.
• Supports the Utilities Department supervisors with data entry, record organization, and documentation tasks related to asset management as assigned.

This position requires an associate degree or post-secondary training in business, accounting, supply chain management, procurement, or related field, and three to five (3-5) years of experience in purchasing, procurement, inventory control, technical services, or an industrial or utility maintenance environment or an equivalent combination of education, training, and progressively responsible experience that provides the required knowledge, skills, and abilities. A college degree is preferred. A valid Wisconsin driver’s license is required.

• Working knowledge of public and municipal purchasing and procurement methods, including competitive bidding, requests for quotations, sole-source justification, and purchase order processing.
• Knowledge of Generally Accepted Accounting Principles (GAAP) and Public Service Commission (PSC) rules as they apply to utility purchasing, inventory, and financial reporting.
• Knowledge of vendor and contract management practices, including obtaining pricing, establishing chemical contracts, and evaluating substitute items.
• Knowledge of procurement card (P-card) policies and City purchasing policy compliance requirements.
• Knowledge of records management and documentation practices.
• Sufficient familiarity with water and wastewater treatment processes and equipment including pumps and mechanical, electrical, instrumentation, and chemical systems to prepare accurate specifications and procure appropriate goods and services.
• Knowledge of equipment parts, tools, and materials sufficient to identify, specify, and source replacement items, and of inventory control methods, practices, and procedures.
• Familiarity with inventory, asset management, and financial or ERP software and their relationship with one another, and a general understanding of asset management principles and how purchasing and inventory functions support asset lifecycle tracking and capital planning.
• Ability to read engineering drawings and use operations and maintenance manuals, sheets, and product manuals to prepare specifications and verify purchases.
• Ability to perform arithmetic calculations required for purchasing and inventory functions, including unit pricing, quantity extensions, budget tracking, and reconciliation.
• Proficiency using the Microsoft Office Suite, enterprise asset management (EAM) software, and financial or ERP and reporting tools to enter data, produce records, and develop reports.
• Ability to collect, analyze, and summarize purchasing and inventory data and prepare related reports, and to exercise independent judgment based on available information.
• Ability to understand and follow oral and written instructions and to react promptly and efficiently in emergencies.
• Ability to maintain effective working relationships with employees, vendors, and the public in a courteous and tactful manner.

COMPETENCIES

• Customer Focus
• Adaptability/Flexibility
• Technical Skills
• Communication
• Positive Attitude