Purchasing Specialist

Job Description:

Purchasing Specialist

Description

Description/Special Instructions

The City of Elk Grove is now accepting applications for the position of

PURCHASING SPECIALIST

The ideal candidate for the Purchasing Specialist role is someone who has experience or interest in purchasing and financial support tasks and enjoys working in a government or public agency environment. This full-time position supports the Finance Department’s daily purchasing operations and plays an important role in helping the division run smoothly.

While prior finance or purchasing experience is a plus, candidates from Public Works, Administration, or other departments within a public agency are encouraged to apply. Familiarity with California public purchasing laws and regulations such as the California Public Contract Code and local municipal codes is also preferred but not required. The ideal candidate is organized, detail-oriented, and able to manage multiple tasks.

The Purchasing Specialist will assist with tasks such as processing requisitions, supporting contract administration, and maintaining communication with vendors and city staff. Experience with ERP systems like Central Square or Oracle is helpful but not required. Comprehensive training will be provided to familiarize the successful candidate with the systems and processes.

This position requires excellent customer service skills and a positive attitude to effectively support both internal staff and external vendors. Being consistent, flexible, and able to work well within a team environment are also important qualities. There will also be opportunities to contribute to continuous process improvements to help make purchasing activities more efficient.

Tentative Recruitment Timeline (subject to change)
Filing Deadline: August 17, 2025, by 11:59pm
Oral Board Interviews: August 27, 2025 (virtual)
Selection Interviews: September 4, 2025 (in person)

The City offers a competitive salary and generous benefit package including CalPERS retirement benefits, a deferred compensation match and more.

Why work for the City of Elk Grove? Proud Heritage. Bright Future.

Community Profile
Elk Grove is a vibrant, family-friendly community of approximately 182,842 people in the Sacramento, California region, located 14 miles south of the State Capital and 60 miles east of the Bay Area. Elk Grove is a young, ethnically diverse, modern city that was incorporated in 2000. Elk Grove has low crime, excellent schools, over 100 community parks and 28 miles of trails, plentiful dining and shopping options, numerous annual events and festivals, and over 270 sunny days per year.

Representative Duties

DEFINITION

Under general supervision, performs a variety of responsible technical duties involved in purchasing goods and services for use by City departments in accordance with City’s purchasing policies, procedures, and practices; maintains and updates vendor listings for City departments; assists City staff to facilitate their purchase requests; resolves shipping and order issues; conducts contract compliance review and serves as purchasing liaison between vendors and City departments.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Finance Director or other management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This journey level classification is responsible for independently performing paraprofessional duties in support of the purchasing and contract administration functions for City departments. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Reviews and processes departmental electronic purchase requisitions; reviews requisition for accuracy and completeness including use of the appropriate expenditure accounts; reviews compliance guidelines with specifications, current applicable laws, regulations and City policy, procedures, and standards; reviews for contract compliance; resolves any problems or discrepancies with user departments.
• Assists with review and identification of purchase orders to continue to the next fiscal year.
• Communicates with vendors and staff to resolve order, shipping, and invoice issues; returns products as necessary; secures order and invoice adjustments.
• Records and updates purchase orders; receives and logs purchase orders into the computer system to indicate order completion; maintains purchase order files for reference.
• Creates, prepares, and reviews purchase orders as appropriate, issues purchase orders, as necessary.
• Maintains a current listing of vendor catalogues, as a resource for City departments.
• Performs or assists staff in determining appropriate sources of supply; identifies vendors; obtains informal bids to determine vendor from whom purchases will be made; obtains samples from vendors for inspection.
• Processes office supply order requests for next day deliveries; reconciles and processes monthly consolidated office supply invoice for payment.
• Provides guidance on the procurement process, ensuring City procurement policies and procedures are adhered to; provides training and assistance to end users in the use of automated procurement software.
• Performs a variety of tasks in support of the City’s purchasing and contracting function; and research and compiles data as needed.
• Provides information on purchase orders and other procurement data for executive and management review and reporting.
• Purchases requested goods and services utilizing various procurement methods including purchase orders and procurement card, as necessary.
• Recommends and participates in the implementation and improvement of policies and procedures.
• Responds to routine inquiries from staff regarding purchasing process and compliance with established policies and procedures for their purchases; responds to routine inquiries from vendors regarding the purchasing process.
• Reviews shipping documents for proper delivery of goods and services, as necessary.
• Performs related duties as assigned.

Qualifications

Knowledge of:

• Basic accounting and budgeting procedures and practices.
• Basic mathematical principles.
• Data collection techniques for establishing sources of supply, product, and vendor information.
• Modern storekeeping and inventory methods and procedures.
• Pertinent federal, state, and local codes, laws, and regulations including those applicable to informal bidding procedures and purchasing operations.
• Policies and procedures related to the procurement of supplies, materials, and professional services.
• Principles and procedures of recordkeeping and filing.
• Principles, methods, and procedures used in the purchase of materials, supplies and equipment including informal bidding procedures.
• Principles, practices, and procedures of public sector purchasing and procurement.
• Common purchasing and contract terminology.
• Procedures for receiving supplies, equipment, and materials.
• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.
• Methods and techniques of preparing technical and administrative reports, and general business correspondence.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Perform routine mathematical calculations.
• Compare product specifications, quality, and price to judge suitability of goods and alternatives offered.
• Follow established methods and procedures for purchasing activities.
• Gather, calculate, analyze, and interpret data.
• Identify and interpret technical and numerical information.
• Interpret and apply applicable federal, state, and local laws, codes, and regulations.
• Interpret, apply, and explain City policies and procedures related to the procurement of supplies, materials, and professional services.
• Maintain accurate and pertinent computer and/or manual records.
• Observe and solve problems relating to operational and technical policy and procedures related to the purchasing process.
• Plan and organize work to meet changing priorities and deadlines.
• Prepare a variety of written reports, forms, and correspondence.
• Principles, methods, and procedures used in the purchase of materials, supplies and equipment including informal bidding procedures.
• Understand budgetary accounts and controls to ensure purchases are properly charged.
• Understand, interpret, apply, and explain general and specific administrative and departmental policies and procedures.
• Review catalogues, directories, and the internet; communicate with vendors to locate sources of supplies, services, parts, and equipment.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
  • Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Completion of the twelfth (12th) grade supplemented by specialized training or coursework in accounting, purchasing, or a related field and two (2) years of increasingly responsible experience supporting purchasing, procurement, and/or related financial processes.

Licenses and Certifications:

• None.

Physical Demands and Work Environment

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 50 pounds. Reasonable accommodations will be made for individuals with disabilities who are qualified to perform essential functions of a position or positions within this classification.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

FLSA Status: Non-exempt

The information listed above is subject to change and does not constitute either an expressed or implied contract. The City of Elk Grove is an equal opportunity employer and is committed to creating a work environment in which all individuals are treated with respect and professionalism. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Department at (916) 478-2230.

CITY OF ELK GROVE

EMPLOYEE BENEFIT SUMMARY - NON REPRESENTED

Annual Leave (vacation/sick)
Upon Hire 176 hours 6.77 hours per pay period
5 Year Anniversary 216 hours 8.31 hours per pay period
10 Year Anniversary 232 hours 8.92 per pay period
15 Year Anniversary 256 hours 9.85 hours per pay period
20 Year anniversary 272 hours 10.46 per pay period

Deferred Compensation

Employee may participate in a 457 deferred compensation plan up to maximum allowed by law.

Deferred Compensation - City Match

The City will match up to 4% of employee's salary to a deferred compensation plan. There is a 1 year vesting period.

Employee Assistance Program

Available to employee and immediate family.

Flexible Spending Account

Covers IRS approved medical and/or approved dependent care expenses to be paid on a pre-tax basis.

• Medical spending up to $3,300.00 annually.
• Dependent care up to $5,000 annually.
• Adoption Assistance FSA up to $16,810 annually.

Health (Medical) Insurance
The City participates in the CalPERS Health Plan (PEMHCA) and offers a "cafeteria plan," which includes a monthly City contribution that an employee may apply toward premiums for medical insurance.

The City's Contribution rates for the 2025 plan year are as follows:

Single: up to $1,001.61 per month
2-Party: up to $2,003.22 per month
Family: up to $2,604.19 per month

Employees who show evidence of other group health insurance coverage and waive enrollment in a CalPERS health plan shall receive a taxable in lieu cash fringe allowance of $300 per month.

Dental Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Vision Insurance
100% City paid for employee and eligible dependents if enrolled in the City's medical plan.

Pet Insurance
City employees are eligible to purchase pet insurance at a discounted premium rate through MetLife.

Supplemental Health Insurance
The City provides supplemental health insurance up to $15,000 per year for eligible participants.

Retirement Health savings Account

City provided defined contribution program for IRS-eligible medical expenses upon retirement.

Holidays

Twelve (12) paid holidays per year and sixteen (16) floating holiday hours per fiscal year. Employees who are assigned by the Police Chief to work shifts receive a 5% Holiday Pay Differential in lieu of paid holidays and eight (8) floating holiday hours per fiscal year.

Alternative Work Schedules
Available depending on Department

Life Insurance

City provides Life insurance at 1X base salary with a minimum of $50,000 and maximum of $300,000. Additional life insurance may be purchased by employee up to a maximum of $500,000.

Military Leave

The City will pay qualified employees any difference between his/her base salary and the amount received in military reserve pay for regularly scheduled annual training that requires the employee to take military leave from his/her regular work week.

Retirement -PERS
Your CalPERS Pension formula will be dependent upon your hire date with the City of Elk Grove and/or your status with any Public Retirement System.

• 2.7% at 55 if hired before 8/12/12.
• 2% at 55 if hired after 8/12/12 and a current Classic member of CalPERS.
• 2% at 62 if hired after 1/1/13 and not a Classic member of CalPERS.

Internal applicants will remain in their current retirement formula unless they are moving from a safety to miscellaneous classification.

Short Term/Long Term Disability

• The City provides Short-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $2,300 per week and Long-Term Disability coverage @ 66.67% of income, up to a maximum benefit of $15,000 per month.
• The City also provides Paid Family Leave coverage @ 60-70% of weekly earnings up to a maximum of $,1623 per week.

City employees DO NOT contribute to the California State Disability Insurance (SDI) program.

Social Security

City offers an IRS qualifying retirement plan, therefore, employees do not currently participate in the Social Security program.

Tuition Reimbursement

80% up to $2,000/year for City related Certification programss.
80% up to 3,500/year for Associates, Bachelors or Masters Degree

Wellness Program

Amazing on-site Wellness Coordinator and multiple fitness and wellness classes such as yoga and pilates available throughout the week!

Closing Date/Time: 8/17/2025 11:59 PM Pacific

Salary:

$65,477.00 - $87,760.00 Annually