Specialist III - Purchasing

Harris Central Appraisal District; Houston (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Harris Central Appraisal District seeks an experienced purchasing professional to handle complex procurement tasks and maintain records. The role uses Microsoft Dynamics to process requisitions, manage vendor relations, and ensure compliance with district policies.

Required are a high school diploma and 5+ years in related work; a bachelor’s in business administration or related field is preferred. The position is office-based with normal office hours and opportunity for growth.

Qualifications

• High School Diploma or equivalent required.
• Bachelor’s Degree with major emphasis in business administration or a related field preferred or a combination of college and experience in accounting, payroll or purchasing department.

Responsibilities

• Work with the district’s procurement software, Microsoft Dynamics.
• Assist the department software users by receiving and processing requisitions.
• Assist with requests for commodities and services concerning pricing and availability.
• Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality, and delivery.
• Prepare and review specification for routine and complex processes.
• Research co-operative contracts offered to the District.
• Effectively communicate purchasing policies and procedures to all personnel and interpret the policies as necessary.
• Prepare product/service reports by collecting and analyzing vendor information.
• Maintain required levels of production by handling purchasing related paperwork and telephone calls.
• Assist division supervisor as needed with training other division employees in purchasing related functions.
• Maintain HCAD database by operating HCAD’s computer system and computer applications efficiently.
• Create transaction reports from web-based credit card account for reconciliation.
• Maintain the integrity of the procurement process.
• Oversee purchase of materials and supplies.
• Manage inventory and obsolete auction.
• Participate in inventory process.
• Maintain strong working relationships with our vendors.
• Review purchasing agreements with vendors.
• Propose improvements to the current purchasing system that will improve vendor relationships and lower the cost of doing business.
• Assist in formal bid process.
• Participate in procurement education and associations to help stay compliant with processes.
• Participate in facility projects such as construction, PPE needs, furniture, etc.
• Perform other duties as assigned.

Education

Bachelor’s Degree in Business Administration or related field

Experience in accounting, payroll or purchasing

Tools

Microsoft Dynamics

Job description

Join an organization that values it's community and employees!The purpose of this advanced level position is to perform complex work assignments in support of the assigned division. The role supports the division responsibilities by processing and organizing data and maintaining records under processes that are considered semi-complex. Familiarity with the concepts in performing the assigned tasks is required. The incumbent will demonstrate a solid working knowledge of the district's policies and procedures and the departments work processes. Sets and maintains related controls and transaction records. Independent judgment is expected as well as a high level of professionalism, courtesy and patience. Seeks resolution for any discrepancies. Most work will be performed under limited supervision. A commitment to customer service is expected as the incumbent will often be interfacing with other staff members and external service providers.EDUCATION/POSITION SPECIFIC REQUIREMENTS & WORK EXPERIENCEEDUCATION REQUIREMENTS• High School Diploma or equivalent required• Bachelor’s Degree with major emphasis in business administration or a related field preferred or a combination of college and experience in accounting, payroll or purchasing department.WORK EXPERIENCE• 5+ years of related work experienceJOB RESPONSIBILITIESThis information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.General ResponsibilitiesPURCHASING• Work with the district’s procurement software, Microsoft Dynamics• Assist the department software users by receiving and processing requisitions.• Assist with requests for commodities and services concerning pricing and availability.• Edit requisitions and confer with departments regarding requirements, specifications, quantity, quality, and delivery. Recommend alternatives that would result in greater value.• Prepare and review specification for routine and complex processes.• Research co-operative contracts offered to the District.• Effectively communicate purchasing policies and procedures to all personnel and interpret the policies as necessary.• Prepare product/service reports by collecting and analyzing vendor information.• Maintain required levels of production by handling purchasing related paperwork and telephone calls.• Assist division supervisor as needed with training other division employees in purchasing related functions.• Maintain HCAD database by operating HCAD’s computer system and computer applications efficiently.• Create transaction reports from web-based credit card account for reconciliation.• Maintain the integrity of the procurement process.• Substitute in the mail room, process district mail and drive district main van.• Help with requests related to facilities such as moving and arranging small furniture and equipment.• Monitors order status to ensure supplies have arrived and traces delinquent orders.• Inform vendors of our purchasing requirements and ensure all requirements are fulfilled.• Oversee purchase of materials and supplies.• Manage inventory and obsolete auction.• Participate in inventory process.• Maintain strong working relationships with our vendors.• Review purchasing agreements with vendors.• Compare product deliveries with issued POs and contact vendors when there are discrepancies.• Propose improvements to the current purchasing system that will improve vendor relationships and lower the cost of doing business.• Assist in formal bid process.• Participate in procurement education and associations to help stay compliant with processes.• Participate in facility projects such as construction, PPE needs, furniture, etc.• Perform other duties as assigned.POSITION QUALIFICATIONS & REQUIREMENTSKNOWLEDGE:• HCAD policies and procedures• Principles, concepts and practices of governmental accounting / purchasing• Windows operating system (i.e. Microsoft Suites)WORKING CONDITIONSPositions in this class typically require repetitive motions, sitting or standing for prolonged periods of time in an office setting.PHYSICAL & MENTAL REQUIREMENTSPositions in this class typically require repetitive motions, walking, talking and hearing. Must be able to sit or stand for extended periods of time with ability to reach, bend and move up/down on steps. Must be able to lift up to 50-pounds.The position requires considerable concentration, creativity and ability to manage time effectively. The position is subject to stress caused by a changing public environment, mandatory deadlines and heavy workload. Requires the ability to ask questions that will bring forth the information needed to make sound decisions.Equal Opportunity EmployerThe Harris Central Appraisal District is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic,including but not limited to an individual’s sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.