Procurement Specialist I
Detroit Zoological Society - Royal Oak, MI

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DESCRIPTION

The Procurement Specialist I will assist Departmental Buyers with processing requisitions, find potential sources as assigned, assist with competitive bid activities, create purchase orders, as well as manage procurement activity (entails reporting and reconciliations) for the Purchasing Manager.

DUTIES

  • Check all requisitions submitted to Purchasing for accuracy and completeness.
  • Assist Buyers with placing specialty orders within the authority and limitations as assigned by the Purchasing Manager.
  • Create purchase orders for departments, which entail faxing, e-mailing and/or mailing the original to the supplier and sending a copy to the Purchasing shared drive.
  • Review acknowledgements for agreements with purchase orders and alert the appropriate buyer of any discrepancies.
  • Gather data and analyze bids as requested.
  • Follow- up with Accounts Payable for supplier inquires and complaints.
  • Monitor monthly purchase order reports to ensure orders are complete and receipts are accurate.
  • Process Request for Quotes and Proposals (RFQs and RFPs) in the absence of the Purchasing Manager.
  • Assist and/or facilitate site visits and oral presentations pertaining to RFQs and RFPs.
  • Proofread contracts and/or agreements and other pertinent purchasing documents.
  • Follow-up or expedite orders as requested by supervisors.
  • Process various forms and applications as required (W-9, MI Sales and Use Tax Certificate, credit applications, Supplier Information Form, etc.).
Working Conditions
Regular work schedule may include weekends or may be required to work occasional evenings, weekends or early-mornings. The work environment is generally comfortable and most work is indoors although the position may require work outdoors with exposure to seasonal weather conditions for special events, tours, openings, etc.

Physical Requirements
The ability to perform principal duties is required. The Procurement Specialist I must be able to lift and move objects weighing up to 50 lbs and involves long period of standing and routine ladder climbing. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

QUALIFICATIONS

Minimum
  • Possess or will obtain a Bachelors of Arts Degree in Finance, Business Administration, Accounting or related field within one year of hire.
  • A minimum of two years experience with competitive bid process and working with procurement systems.
  • Experience with developing Request for Quotes and Request for Proposals.
  • Experience with successful contract negotiations and purchasing law.
  • Excellent writing, analyzing, arithmetic and organizing skills required.
  • Excellent problem solving and decision-making skills.
  • Excellent document management skills.
  • Excellent project management skills.
  • Must be creative, personable, detail-oriented and motivated.
  • Ability to meet deadlines and work in an efficient timely manner.
  • Ability to work in a team environment.
Preferred
  • Working knowledge of Microsoft Word, Excel and PowerPoint required; knowledge of databases and flow chart applications is helpful.
  • Possess or will obtain a certification as a Certified Purchasing Professional (CPP) within one year of hire.
  • Check all requisitions submitted to Purchasing for accuracy and completeness.
  • Assist Buyers with placing specialty orders within the authority and limitations as assigned by the Purchasing Manager.
  • Create purchase orders for departments, which entail faxing, e-mailing and/or mailing the original to the supplier and sending a copy to the Purchasing shared drive.
  • Review acknowledgements for agreements with purchase orders and alert the appropriate buyer of any discrepancies.
  • Gather data and analyze bids as requested.
  • Follow- up with Accounts Payable for supplier inquires and complaints.
  • Monitor monthly purchase order reports to ensure orders are complete and receipts are accurate.
  • Process Request for Quotes and Proposals (RFQs and RFPs) in the absence of the Purchasing Manager.
  • Assist and/or facilitate site visits and oral presentations pertaining to RFQs and RFPs.
  • Proofread contracts and/or agreements and other pertinent purchasing documents.
  • Follow-up or expedite orders as requested by supervisors.
  • Process various forms and applications as required (W-9, MI Sales and Use Tax Certificate, credit applications, Supplier Information Form, etc.).
Working Conditions
Regular work schedule may include weekends or may be required to work occasional evenings, weekends or early-mornings. The work environment is generally comfortable and most work is indoors although the position may require work outdoors with exposure to seasonal weather conditions for special events, tours, openings, etc.

Physical Requirements
The ability to perform principal duties is required. The Procurement Specialist I must be able to lift and move objects weighing up to 50 lbs and involves long period of standing and routine ladder climbing. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

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