Procurement Specialist

2 days ago


Decatur, Illinois, United States DeKalb County Full time

Job Summary:

The Procurement Specialist will process internally approved requisitions and training requests for DeKalb County, serving as a point of contact between vendors, various County departments, and the public. This role will also be responsible for ordering goods and services, processing payments to vendors, and registering training in a timely fashion.

Key Responsibilities:

  • Enter requisitions approved through internal hierarchy of approval
  • Confirm requested items match up with description and prices provided in quotes
  • Ensure quotes are up to date to reflect most accurate pricing
  • Verify current contract matching the vendor(s) for the goods or services being requested
  • Confirm and notate when items have been received by the requester(s) to process payment for the vendor
  • Reconcile discrepancies on packing slips and invoices
  • Ensure vendors are paid timely
  • Communicate with Purchasing to ensure Purchase Orders are assigned
  • Enter requisitions and monitor data in departmental database to ensure purchase orders are assigned in a timely fashion
  • Follow-up with Purchasing & Contracting to ensure orders are processed and provide updates to requesters and vendors regarding status of purchase orders
  • Request or write emergency purchase requests or Sole Source letters in order to expedite request for a purchase order
  • Communicate with vendors to receive information needed to create purchase orders
  • Update status of orders on invoices and reconcile those documents
  • Request information to add suppliers or update supplier information in the online system
  • Receive documents and may contact vendors for an invoice(s) to reconcile discrepancies in pricing or quantity
  • Reconcile bills to original amounts requested on PO's
  • Prepare and process training and travel requests
  • Receive requests and transfer information onto form submitted to Accounting Services Division along with registration, lodging, and transportation checks
  • Reconcile travel advances to ensure all travel is up to date and resolved in a timely manner
  • Maintain files for procurement and training/travel documents

Requirements:

  • High school diploma or GED required, additional college coursework in Booking/Accounting, Business Administration, or Computer Operations preferred
  • Two years of experience in office procedures, accounting, or customer service
  • Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job

Preferred Qualifications:

  • Additional college coursework in Booking/Accounting, Business Administration, or Computer Operations


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