What are the responsibilities and job description for the Purchasing Specialist position at Santa Margarita Water District?
Join our team as a Purchasing Specialist!
Santa Margarita Water District is seeking a detail-oriented and analytical Purchasing Specialist to independently perform purchasing and procurement activities for a wide range of materials, supplies, services, and equipment. This role supports District departments by ensuring purchasing transactions are completed in compliance with Board-adopted policies, applicable laws, and best public-sector procurement practices, while balancing cost, quality, reliability, and operational needs.
About The Role
Under general supervision, the Purchasing Specialist performs routine to moderately complex purchasing functions and serves as a key liaison between District departments, vendors, and external agencies. The position is responsible for reviewing and processing purchase requisitions and purchase orders, ensuring appropriate approvals and funding, and maintaining accurate purchasing and vendor records. This role requires a working knowledge of public agency purchasing practices, basic accounting principles, and applicable procurement regulations.
Meet Santa Margarita Water District
Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship.
Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters.
Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit.
Santa Margarita Water District’s Values Include
Santa Margarita Water District is seeking a detail-oriented and analytical Purchasing Specialist to independently perform purchasing and procurement activities for a wide range of materials, supplies, services, and equipment. This role supports District departments by ensuring purchasing transactions are completed in compliance with Board-adopted policies, applicable laws, and best public-sector procurement practices, while balancing cost, quality, reliability, and operational needs.
About The Role
Under general supervision, the Purchasing Specialist performs routine to moderately complex purchasing functions and serves as a key liaison between District departments, vendors, and external agencies. The position is responsible for reviewing and processing purchase requisitions and purchase orders, ensuring appropriate approvals and funding, and maintaining accurate purchasing and vendor records. This role requires a working knowledge of public agency purchasing practices, basic accounting principles, and applicable procurement regulations.
Meet Santa Margarita Water District
Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship.
Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters.
Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit.
Santa Margarita Water District’s Values Include
- Exemplary service excellence
- Intelligent innovation that is forward-thinking and adaptive
- Ethical fiscal responsibility and transparency
- Environmental and resource stewardship
- Employee development and leadership training
- Building relationships that strengthen communities
- Review, evaluate, and process purchase requisitions and purchase orders for supplies, materials, equipment, and services
- Ensure purchasing transactions comply with District policies, Board approvals, purchasing thresholds, and applicable laws and regulations
- Code requisitions to appropriate general ledger accounts and project numbers and verify proper approvals
- Coordinate with managers, supervisors, and staff to clarify purchasing requirements and resolve issues
- Conduct competitive solicitations when required and analyze quotes, bids, and proposals to secure best value
- Assist with Requests for Proposals and Qualifications and recommend vendor awards as appropriate
- Maintain vendor records, certifications of insurance, and compliance with DIR and SAM requirements
- Monitor vendor performance, delivery schedules, and resolve shipping, invoice, and service issues
- Prepare and maintain purchasing records, files, and documentation
- Support fiscal year-end close activities related to the purchasing module
- Assist with vendor W-9 collection and preparation of annual 1099 and 1096 filings
- Coordinate disposal and sale of surplus District assets in accordance with policy and state requirements
- Assist in updating District-wide purchasing policies and procedures as laws and regulations change
- Knowledge of public agency purchasing principles, competitive bidding, and procurement regulations
- Ability to analyze purchasing documents for accuracy, funding, and compliance
- Strong organizational skills and the ability to manage multiple priorities
- Effective communication and negotiation skills when working with vendors and internal stakeholders
- Proficiency with computers, purchasing systems, and standard business software
- Ability to exercise sound judgment, discretion, and professionalism
- A high school diploma or GED equivalent is required. College-level coursework in accounting, business, or a related field is preferred.
- At least two years of progressively responsible professional purchasing experience is required, preferably within a government agency or utility.