Procurement Contracts Specialist I
Procurement Contracts Specialist I
Posted on :
17-04-2025
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1 Vacancy
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Job Description
General Position Summary
Job Number
King County Library System (KCLS) in Washington State is seeking a Procurement & Contracts Specialist Ito join their Finance Team.
The Procurement & Contracts Specialist I provides administrative and project support for the procurement and contracting group to ensure compliance with KCLS procedures and regulatory requirements. The position maintains procurement and contract records reports and process documentation. This position prepares monthly reconciliations of credit card and online store statements.
Experience we are looking for:Excel
Experience administrating computing tools for Finance
Reports generating and using
Credit Experience
Basic accounting (AP AR invoicing)
Customer Service (included but not limited to answering help desk tickets and providing products or services to leadership team members)
Purchase Order creation
Troubleshooting/research experience
About King County Library System (KCLS):
KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. In order to support this vision we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.5 million diverse patrons providing an unparalleled collection of library materials resources technology services and programs.Approximately 1000 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach programs and virtual assistance. Our service area includes cities towns tribal lands and unincorporated districts of King County with the exception of the city of Seattle.From acomprehensive Diversity Equity and Inclusion (DEI) Assessment Demographics and Language Report of the more than 1.5 million residents who live within the KCLS service area almost half identify as Black Indigenous or People of Color (BIPOC). Moreover roughly onethird of the KCLS community speaks a language other than English as their first language.The King County Library System values the diverse perspectives lived experiences and cultures of all qualified individuals. We seek applicants that reflect the diversity of the communities we serve and encourage individuals of all backgrounds to apply including BIPOC (Black Indigenous and other people of color) immigrants refugees women LGBTQIA individuals with disabilities veterans etc.KCLSwelcomes reasonable accommodations for persons with disabilities as an opportunity to assist qualified individuals to participate in the job application or interview process and/or perform the essential functions of the position upon hire.
Need an accommodation to apply or interview Callor email.
KCLS ensures equal opportunities and consideration for all job applicants without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. KCLS does not tolerate discrimination or harassment during any stage of employment including in recruiting hiring promotion termination leave of absence compensation or training.Examples of Duties
Essential Duties
The items listed in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic and therefore duties may change based on business necessity; however any new duties will remain within the scope of the job.- Receives organizes and responds to procurementrelated inquiries and correspondence ensuring timely response or appropriate escalation.
- Supports purchase order releases goods receipts and applicable invoice matching in the financial system.
- Reviews and processes invoices in the accounts payable system ensuring accuracy and compliance with financial policies.
- Supports the administration of companyissued credit cards including issuance reconciliation of statements guidance on staff usage.
- Maintains vendor records within the enterprise accounting system including processing vendor additions/updates and organizing W9 documentation.
- Tracks and implements record retention release and destruction requirements for procurementrelated data and documentation.
- Maintains signature authority records in accordance with the Procurement Policy verifying purchasing limits and documentation.
- Assists in monitoring compliance with procurement policies including staff adherence topurchasing limits and signature authorization requirements.
- Oversees corporate office supply purchasing. Manages vendor and online accounts and maintains policies related to online store accounts including vendor statement reconciliation and account access management.
- Organizes and preserves documentation for artwork loaned to KCLS coordinating removals with community libraries as planned.
- Collaborates with team members in creating and implementing procurement and contracting policies procedures and process documentation. Creates reports to inform changes in procurement practices.
Secondary Duties- Participates in the setup and maintenance of procurement system(s).
- Maintains applicable intranet pages and links.
- Orients staff in procurement process requirements and regulations.
- Performs other related duties as assigned.
Core CompetenciesEach KCLS position has jobspecific competencies. These competencies describe characteristics needed for optimum performance in the position. In addition there are organizational competencies applicable to all positions at KCLS that encompass the culture and set expectations for how work is performed.
Organizational Competencies- Valuing Diversity
- Customer Focus
- Ethics Values and Judgement
- Professional and Technical Knowledge
JobSpecific Competencies- Communicates Effectively
- Work Quality
- Organizing and Planning
Desired Minimum Qualification
Education and Experience
The items listed below are the minimum requirements for the job and are relevant to this position. The organization values both work experience and education and realizes that individuals take different paths to acquire knowledge.- Associates or technical degree or certificate in accounting business administration or related field.
- Three years of experience in purchasing contract administration or project management.
- Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.
Knowledge and Skills- Working knowledge of procurement and accounting concepts and processes.
- Working knowledge of Microsoft 365 with an emphasis on Excel skills and accounting software.
- Effective verbal written and active listening communication skills.
- Handles confidential information with discretion.
- Responsive to demands in a proactive manner.
- Develops and maintains cooperative working relationships.
- Skills to work on several projects at the same time while keeping track of progress challenges and deadlines.
- Recognizes and set priorities and can work with many interruptions.
- Attention to detail and high level of accuracy.
Professional Licenses and Certifications- None.
Physical Demands & Work Environment
Physical Demands
While performing the duties of this job the employee will:- Constantly sit throughout work shift occasionally stand and seldom will walk.
- Frequently reach out at chest level with hands and arms occasionally reach up and seldom reach down.
- Constantly use hands in conjunction with frequent finger use. Keyboarding may be repetitive up to frequently.
- Occasionally rotate neck.
- Seldom climb and balance on step stools.
- Require extensive close work including use of a computer monitor.
- Occasionally lift up to 10 lbs. and seldom lift and carry up to 35 lbs.
- Seldom push or pull carts and wheeled equipment with light force.
Work Environment
Work is performed in a typical office environment. Overtime and highvolume processing may be required depending on business demands. Incumbent may be permitted hybrid telework schedule upon request.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Department / Functional Area
Key Skills
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