Procurement And Supply Specialist 1

PROCUREMENT AND SUPPLY SPECIALIST 1 At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places. Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. Let’s build what’s next, together. The Contracts and Compliance Division helps strengthen communities by providing timely services that are focused on the customer. The Procurement and Supply Specialist 1 is responsible for coordinating and managing the agency’s office supply inventory and purchasing activities. This position oversees purchasing, shipping, receiving, and mail operations and serves as the agency’s purchase card custodian. Key responsibilities include ensuring compliance with Department of Enterprise Services (DES) procurement policies and guidelines; performing purchase reconciliations, compliance monitoring, and fraud reporting; managing inventory levels and restocking; supporting contract compliance; and administering environmentally preferred purchasing in alignment with DES and Department of Ecology standards. This role also supports agency-wide supply management functions and provides direction and leadership to promote efficient, compliant, and strategic operations. The position plays a key role in maintaining consistent performance, high service standards, and adherence to agency policies. This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week. Duties Procurement Processing Tasks include: • Processes purchasing requests in accordance with established policies, procedures and applicable state requirements. • Researches vendors, pricing, availability and purchasing options. Assists staff with identifying appropriate purchasing methods and contracts. • Reviews purchasing documents for completeness, accuracy and compliance. • Processes purchases using established procurement procedures and authorized purchasing sources. • Verifies Vendor information, pricing and contract requirements prior to completing purchases. • Follows Environmentally Preferred Purchasing guidelines from Department of Enterprise Services and Department of Ecology. Supply inventory and Restock Tasks include: • Performs inventory assessment on current supplies to assess supplies need to maintain minimum inventory levels. • Researches contracted vendors for best pricing on products. • Obtains documented approval for purchases from signature authority. • Maintains organized storage areas to ensure quick and accurate item retrieval. • Monitors delivery timelines and follows up with vendors on delayed or incomplete orders. • Conducts periodic spot checks to verify inventory counts against records.2 Shipping and Customer Service Tasks include: • Communicates and gives direction to agency staff inquiries about shipping packages or mailers. • Provides routine information and assistance with Shipping and mailing. • Communicates to requestors when deliveries have arrived and routes deliveries to correct department. • Purchases shipping for packages, mailings and generates shipping labels. • Researches and chooses best price vendor to use for shipping. Purchase Card Custodian Tasks include: • Responsible for using the agency credit card in compliance with DES purchasing card policies. • Reconciles charges made to purchase card within 24 hours. • Monitor’s activity on purchase card and reports any fraudulent charges. • Ensures all receipts for purchases are uploaded at the time of purchase to the Mercury purchasing system. • Reviews transactions for compliance with state purchasing laws, statewide contracts, direct buy limits and agency requirements. Receiving and Routing Shipments Tasks include: • Open every delivery that is received, stamp packing slip received, upload documentation to purchase record and change system status to received. • Count package content and compare it to original purchase request to ensure accuracy. • Document whether the item(s) received are a partial or complete order. • Route receiving document to correct department for filing. • Communicate with department who requested the items that their delivery has been received and where it can be picked up. Mail and Check Processing Tasks include: • Open all mail, stamp outside of envelope with date received. • Determine contents of envelope and route to the appropriate department. • Collect, count and document incoming, returned our automatic deposit checks. • Document check numbers on applications. • Route mail to the correct department mailbox. • Perform chain of custody to hand off checks to accounting, obtaining signature for receipt of checks. • Research contracts management system (CMS) for individual division contracts and attach certificates of insurance that are received. Surplus and Disposal Tasks include: • Submits Surplus Requests for agency requested. • Coordinates Department of Enterprise Services pickups. • Processes disposal of tags related to assets. Qualifications Required Qualifications: Any combination of three (3) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving purchasing management, business administration or closely allied field. One (1) year of professional-level experience that must include any combination of three (3) or more of the following: • Purchasing Management, Business Administration or closely allied field. • One (1) year of purchasing experience. • Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements. • Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations. • Skill in vendor management, including maintaining vendor listings and communicating vendor status changes. • Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations. • Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud. • Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements. • High attention to detail and accuracy in all purchasing, reconciliation, and inventory work. • Problem-solving skills with a focus on process improvement and collaborative team solutions. Required Position Competencies: • Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements. • Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations. • Skill in vendor management, including maintaining vendor listings and communicating vendor status changes. • Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations. • Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud. • Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud. • Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements. • High attention to detail and accuracy in all purchasing, reconciliation, and inventory work. • Ability to manage multiple tasks in a high-pressure environment while maintaining focus and organization. • Ability to work independently as well as within a team. • Problem-solving skills with a focus on process improvement and collaborative team solutions. Education includes college-level coursework, technical and/or vocational education, and/or certification programs Examples of how to qualify: • 3 years of experience. • 2 years of experience and 1 year of education. • 1 year of experience and 2 years of education. To be considered for this position, the following are needed: A complete and detailed online application. A cover letter (enter online). At least three professional references (enter online). For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message. Supplemental Information This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule. This position is covered by a collective bargaining agreement This recruitment may be used to fill future vacancies over the next 60 days. Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov. Our Commitment to Equal Opportunity The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388. Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.