What are the responsibilities and job description for the Purchasing Specialist position at Cowlitz County, WA?
General Position Summary
This position acts as a support position to the Purchasing Buyer for the Purchasing Services division of Public Works. Generally, it performs accounting duties related to accounts payable and accounts receivable for various Purchasing Services divisions. This position maintains all accounting and financial records, such as auditing all accounts receivable and payable, entering data related to payables, preparing department invoices, collecting fees, and preparing department deposits. In addition, this position processes payroll, grant billing, processes and oversees professional service contracts, grant receivables, and grant accountability spreadsheets. This position also performs a variety of customer service and public relation duties. This position must have a general understanding of the services and functions performed within Purchasing Services and the County.
This position requires applicants to pass a test - NCRC Work Keys - no later than 09/22/2025. Please see below for details.
Clerical Exam:
Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC) or current employees of Cowlitz County must have passed the Cowlitz County Clerical Exam.
Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years.
Test Cost is $90
LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.
Testing is available by appointment only.
Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.
To schedule testing, individuals can register at : www.registerblast.com/lowercolumbia or call the Testing Center directly at 360-442-2353
Benefits Information:
Cowlitz County offers a generous benefits package which includes:
- Medical/Dental/Vision (includes dependent coverage)
- VEBA/Health Retirement Account for those who qualify
- Retirement through Washington State Public Employees Retirement System
- Life Insurance
- Deferred Compensation plans available (457b)
- Vacation, Bonus and Leave Days Paid
- 11 Paid Holidays
- Reasonable work hours
The County:
Cowlitz County is a great place to live and work. Located along the Columbia River less than an hour from the Cascade Mountains and the Pacific Ocean, Cowlitz County provides an abundance of outdoor recreational opportunities and easy access to the Arts. The I-5 corridor runs right through Cowlitz County providing quick access to the Vancouver, Washington and Portland, Oregon metropolitan areas.
Essential Duties and Responsibilities
- Responsible for accounts payable functions including auditing and coding invoices, preparing vouchers, electronic data-entry, and balancing a variety of reports. Submit vouchers to the Auditor’s Office for payment by required deadlines. Receive and post receipts; perform reconciliation of non-complex accounts.
- Works with current and potential Suppliers to ensure accurate information is maintained for use by the Purchasing and Accounts Payable systems and build PeopleSoft 9.2 queries to systematically audit for quality control.
- Perform PeopleSoft 9.2 training on requisition and accounts payable.
- Responsible for training and troubleshooting issues with the PeopleSoft 9.2 Purchase Order vouchering processes.
- Utilize County software to prepare, audit, and manage County procurement contracts.
- Coordinate the PCard program including auditing, processing of limit increases, training, and resolving PCard issues.
- Coordinate the Lease Program, obtain quotes and document maintenance.
- Assist the Finance Manager in budget preparation and revision by gathering data and preparing budget documents. Assist with budget oversight by maintaining accurate records of expenditures.
- Greet people and receive incoming calls, answer questions/inquiries and provide information, director refer callers to the appropriate staff or department.
- Maintain office files and records systems including scanning and filing documents. Maintain records that require sorting, compilation, and classification.
- Acts as a backup position to the Accounting Specialist II and III and the Office Specialists within the office.
- Attend and participate in staff meetings. Present recommendations to improve own and department efficiency.
- Attend training seminars as assigned.
- Perform time keeping functions.
- Work with Purchasing Staff on Small Works Roster bidding practices in accordance with state and federal guidelines.
- Perform other duties or projects as assigned by the Manager.
- May be required to assist or cover for other Purchasing Services staff. Assist with guidance and train new employees.
Minimum Qualifications
- High School diploma or equivalent GED.
- Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys–National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate.
- Posses three (3) years of purchasing and/or professional service contract experience.
- Proficient with office software such as Word, Excel and ERP software, such as PeopleSoft, experience preferred.
- Two (2) years of experience maintaining financial records and ledger and handling accounts payables and receivables. At the discretion of the employer, comparable and verifiable training and/or education may be substituted for the experience.
- Working knowledge of accounting principles and their application to maintaining accounting records and preparing financial reports.
- Detailed knowledge of general purchasing policies and procedures with a special emphasis on prevailing wage and retainage preferred.
- Possess and maintain a valid driver’s license, with a good driving record.
Required Skills and Abilities
- Possess good interpersonal and customer service skills to deal courteously with the general public and others requiring services. Good communication skills, especially during difficult or stressful situations with discontent public. Develop and maintain effective working relationships and communication with department staff, supervisor, other county employees, and other local and state agencies.
- Ability to work in a cooperative and multi-task work environment. Able to effectively organize work and set priorities to meet deadlines. Perform tasks efficiently and accurately, with attention to detail.
- Self-motivated to apply independent judgment to manage own essential responsibilities and assist other areas as needed.
- Communicate effectively orally and in writing in a professional business-like manner. Maintain a professional appearance.
- Able to exercise discretion over sensitive and confidential issues related to the department and its business.
- Ability to handle job stress and interact effectively with others in the workplace.
Cowlitz County offers a competitive benefits package for Full-Time employees, including:
- Health Insurance: Variety of Medical, dental, life, vision, and prescription insurance for employee and family. Employees who are covered under another person's medical plan have the option of an HRA (Health Retirement Account) in lieu of medical insurance. HSA and FSA plans are also available, depending on eligibility.
- 11 Paid holidays, vacation, and sick leave.
- Retirement: All full-time employees must participate in a Washington State Retirement Services plan, and may participate in a Deferred Compensation Plan, if desired.
- Employee Assistance Program employees and family members for help with personal or family issues.
- Group Life Insurance: Basic life and Accident insurance is provided to employee, with additional insurance available to purchase.
Salary : $90