Apply for Purchasing Specialist II

Job Summary

$64,066 - $100,292/ year DOQ + Full-Time County Benefits 

James City County's Financial and Management Services seeks an individual that can perform responsible and independent work ranging from simple procurement services and various purchasing functions to experienced, complex, and specialized procurement services, requiring extensive independent judgment and strong management capabilities. Responsible for planning, implementing, and managing procurement strategies, including sourcing quality products, goods, and services at competitive prices, negotiating with suppliers, and ensuring compliance with procurement policies and regulations.

Responsibilities

Up to and including:

• Enters contracts and purchase orders (POs) into an automated encumbrance system; processes POs; changes order requests; processes contract change order requests; updates cancellation of orders in the system as required; reviews requisitions for adequacy of information, and records; assists departments in gathering required information if requisition contains incorrect or inaccurate data.
• Monitors, tracks and processes contract renewal forms, manages signature approvals, distribution and entering/updating database and contract file.
• Solicits telephone and written quotations for ordering materials and services; prepares POs for selected vendors presenting supportive justification for decision; issues confirming, emergency and other POs in accordance with guidelines.
• Develops specifications used for requests for quotations and informal bids; evaluate bid proposals and award contracts.
• Monitors contract expiration dates and proactively sends out renewal notifications to stakeholders, ensuring timely reviews and continuity of services or agreements.
• All Purchasing Specialist levels perform other duties as assigned. (Purchasing Specialist II)
• Provides guidance and support to Purchasing Specialist I, serves as a dependable backup.
• Works collaboratively with key stakeholders from various departments/divisions to identify needs and requirements.
• Reviews procurement requests for budgetary alignment, cost-effectiveness, and feasibility, providing recommendations for savings or alternative solutions as needed.
• Develops and implements strategic sourcing strategies to meet organizational needs while fostering competition and ensuring cost efficiency.
• Purchasing Specialist II and above, at differing levels of complexity, prepare and manage formal solicitation packages as requested, including specifications, terms, bonding requirements, sample contracts, instructions, and bid advertisements; review, evaluate, and recommend acceptance or rejection of bids/proposals. Negotiate and draft contracts for materials, equipment, supplies, and services, ensuring compliance with federal, state, and local procurement laws, policies, and best practices while identifying the most advantageous products for purchase.
• Ensures all procurement and purchasing activities comply with federal, state, and local laws, including the Virginia Public Procurement Act (VPPA), by providing experienced guidance on interpreting and applying procurement policies effectively.
• Addresses any vendor or contractor disputes, resolving issues through negotiation, mediation, or other appropriate means to minimize disruption and protect organizational interest.
• Purchasing Specialist II and above, actively pursues best practices to integrate with internal practices; strive to meet/exceed objectives or standards; exhibit skilled use of project and time management; and is knowledgeable about internal controls.
• Establishes vendor accounts by verifying compliance with all licensing, insurance, and registration requirements as mandated by state, federal, and local laws.

Qualifications

• Any combination of education and experience equivalent to an Associate’s degree in business, public procurement, public administration, or related field.
• Minimum of one year of experience in purchasing, procurement, or relevant discipline.
• Proficient in Microsoft Office applications, including but not limited to Word, Excel, Teams, etc., and Adobe Acrobat skills.
• Ability to communicate effectively, both orally and in writing; establish and maintain effective working relationships with other County employees and the public; maintain records, assemble and organize data, and prepare reports from such records; exercise independent judgment and initiative and attention to detail following established policies and procedures with minimal supervision; maintain repository and data systems as required; research and compile information and correspondence; effectively resolve problems or issues as needed.
• Extensive knowledge and understanding of purchasing and procurement practices; the VPPA; computer-based purchasing information systems; principles and processes for providing customer service including setting and meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to organize and prioritize work, handle several projects at once, and work independently.

Click here ​for full job description. Accepting applications until position is filled. Cover letters and resumes may also be attached, but a fully completed application is required for your application to be considered. ** This position is Open Until Filled **

James City County is dedicated to building a diverse workforce and is committed to providing reasonable accommodations. If you need assistance with completing the employment application, please contact the HR Department at 757-253-6680 or email [email protected].