Procurement Specialist

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. We drive INNOVATION by challenging the status quo and embracing change.

The Procurement Specialist is a key administrative role focused on vendor management, continuous process improvement, and is ensuring the accurate and timely recording of transactions before month-end close. Responsibilities include collaborating with the procurement team to onboard new vendors, managing and updating Certificates of Insurance (COIs), while approving and placing company-wide Amazon orders. This role also serves as a company administrator for corporate purchasing cards, managing new card setup, closures, individual account adjustments, maintenance, audits, and general oversight.

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 Company Card Administration

• Serves as a company administrator for corporate purchasing cards, handling new card setup, closures, individual account adjustments, maintenance, audits, and general oversight. A critical function is ensuring the accurate and timely recording of transactions before month-end close.
• Involved with procurement related activity and planning,
• 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.
• Communicates and presents findings and recommendations regarding vendor issues/evaluations to Procure to Pay Manager.
• Manages Western States vendor evaluation criteria process, and 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.
• 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.