Purchasing Specialist II

JOB SUMMARY

Reporting directly to a Purchasing Manager, responsible for performing intermediate purchasing, compliance oversight, and risk assessment functions that support the daily operations of the Williamson County Purchasing Department. The role carries fiduciary responsibility for reviewing, monitoring, and enforcing internal control requirements to ensure purchasing transactions comply with procurement law, County policy, and audit standards.

This position serves as a key risk mitigation and compliance resource, performing detailed transaction reviews, identifying potential legal, financial, and audit risks, and coordinating with the General Counsel, Budget, and Auditor Offices to resolve compliance issues prior to encumbering funds. The work requires independent judgment, advanced attention to detail, and accountability due to the potential impact on audit findings, legal exposure, and public trust.

EXAMPLES OF WORK PERFORMED

• Performs risk-based review and approval of requisitions, purchase orders and contracts, to ensure transactions are legal, properly authorized, and defensible under audit
• Independently monitors, validates, and enforces internal control requirements, including authorization, funding availability, documentation standards, and statutory compliance
• Assures that anticipated expenditures are legal, properly authorized, and represent best value prior to encumbering County funds
• Identifies potential compliance, audit, or legal risks and initiates corrective action or escalation prior to transaction approval
• Coordinates with the General Counsel’s Office on contract development, solicitation language, and procurement compliance issues to mitigate legal risk
• Analyzes high volume materials and services to determine the best sourcing strategy between competitive bid and cooperative purchasing methods
• Works with vendors/contractors to aid their understanding of the purchasing requirements for local governmental entities
• Prepares and administers invitation for bid process by performing research and review and revision of specifications provided by end-users
• Reviews and analyzes vendor award information and processes award recommendation for Commissioners Court, ensuring procedural and legal compliance
• Processes requisitions and approvals of purchase orders up to $50,000
• Researches, reviews, and assists in the development of contracts, and prepares for agenda item placement
• Serves as primary contact for internal and external customers on solicitations and purchase agreements during the solicitation process
• Reviews and collects supporting documentation for requisition approval processing
• Performs quality control of various documents and ensures they meet purchasing policies and compliance implemented by federal, state, and local laws
• Maintains complete and accurate electronic and physical purchasing files to support audit readiness and transparency
• Provides customer service to customers and staff via telephone, email or in person
• Attends all meetings and trainings, as required
• Performs special duties as assigned

ORGANIZATION RELATIONSHIPS

• Reports directly to – Purchasing Manager
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying
• Position involves safely operating a motor vehicle

ENVIRONMENTAL FACTORS

• Work is primarily indoors in an air-conditioned environment
• Travel between work sites, as required

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent and four (4) years of purchasing related experience (i.e., finance, accounting, etc.) OR an equivalent combination of education and experience
• Knowledge of local, state, and federal government finance practices
• Working knowledge of Microsoft Office Suite

LICENSES AND CERTIFICATIONS

Required within thirty (30) days of employment

• Valid Texas driver’s license

PREFERRED QUALIFICATIONS

• Associate degree in a related field

• Two (2) year of public purchasing experience in a government capacity

• Knowledge of Enterprise Resource Planning purchasing software (ERP) including Oracle

• Proficient data entry skills with the ability to type up to 55 words per minute

• National Purchasing Association Certification

EMPLOYMENT TESTING

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes
• Motor Vehicle Record check: Yes
• Drug screening: No
• Physical exam: No
• Psychological exam: No
• Additional: N/A

SUPPLEMENTAL INFORMATION

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilco.org/hr.

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.