Procurement Specialist II

The Procurement Specialist ll sources and negotiates with suppliers to provide products and services needed to operate business, as well as collaborate with the Procure to Pay Departments in managing the 3-way match process.  This role utilizes an ERP system to achieve Western States Procurement performance objectives and is responsible for providing technical supervision and training company-wide for vendors, and company credit card expense management.

SUCCESS AT WESTERN STATES:  Western State’s culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a “play to win” organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States.  As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

ERP Utilization, Purchasing, and Negotiation

• Utilizes ERP to track purchases and applicable data associated to purchases. Leverages data and existing systems to build reporting to help proactively monitor these expenses.
• Involved with procurement related activity and planning, evaluation of proposals, and negotiation of contract terms and conditions.
• Reviews and submits purchase requisitions, quotes, purchase order confirmations and delivery dates.
• Manages the purchasing of corporate expenses and sources new products and services.
• Manages e-commerce accounts to negotiate pricing, evaluate payment terms, and perform quality control audits.
• Assists in vendor onboarding process and maintains existing vendor profiles.  Operates as an elevated point of contact for internal and external vendor activity.  Builds vendor partnerships. Responsible for supplier communication to resolve transactional issues.
• Communicates and presents findings and recommendations regarding vendor issues/evaluations to Procure to Pay Manager.
• Manages Western States vendor evaluation criteria process. Negotiates new contracts, terminates existing vendors that do not meet minimum requirements, as it relates to insurance, performance, or pricing.
• Manages the digital storage of vendor W-9’s, service vendors’ Certificate of Liability insurance documents, and vendor applications.

Process Improvement Methods, Vendor Collection and Reconciliation

• Identifies and recommends process improvement methods concerning procurement; ensuring that purchases made for internal clients are fair and reasonable. Actively advocating for an environment focused on continuous improvement. Maintains procure to pay SharePoint site with applicable forms.
• Works independently; reading and interpreting policies and regulations provided by vendors; collects, organizes, and evaluates information; identifies potential issues and provides alternative solutions, and project recommendations.
• Works with Accounting Department to process any new Capital Expense Purchase Requisition and determine “In Service” dates.
• Reconciles and accounts purchasing P-card receipts to appropriate financial dimensions.
• Creates and maintains process documentation for procurement related tasks.
• Adheres to all customer care standards.
• Actively cares and advocates safety at Western States.  Adheres to all applicable safety policies, procedures, and standards.
• Serves as a team member in support of Western States’ strategic promotes corporate vision, mission, and values of the programs, projects, and initiatives.
• Performs other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge and use of Microsoft computer products specifically Teams, Word, Excel, and other comparable products.
• Must be self-starter with a strong sense of urgency to meet the challenges of a fast-paced business environment.
• Demonstrated ability to research and analyze large amounts of data with high attention to detail.
• Proven strong analytical, problem solving and decision-making skills.
• Ability to change, adapt and innovate with the changing business environment.
• Ability to negotiate pricing and contract terms.
• Thorough knowledge of and demonstrated ability to apply math computation skills.
• Ability to develop and maintain effective working relationships with others.
• Consistent attendance.

EDUCATION AND EXPERIENCE:

• Proof of high school diploma or General Education Degree (GED).
• One year contract review and analysis experience preferred.
• Three years’ minimum experience working in an ERP system required.
• Three years’ minimum experience in a “Procure to Pay” or similar requisitioning/purchasing processes preferred.
• Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS: 

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, leaning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.

Disclaimer:  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.