Procurement Specialist II

Job Responsibilities Wil Lou Gray Opportunity School is seeking a detail-oriented, organized, and proactive Procurement Specialist II to support the school's purchasing and procurement operations. Reporting to the Operations Director, this position is responsible for coordinating purchasing activities, obtaining competitive quotes, managing vendor relationships, processing purchase orders, monitoring expenditures, and ensuring compliance with applicable procurement policies and procedures. The Procurement Specialist II plays an important role in ensuring that goods and services are acquired efficiently, cost-effectively, and in a timely manner to support the school's educational programs, facilities, administrative functions, and daily operations. The ideal candidate demonstrates sound judgment, strong organizational and communication skills, attention to detail, and the ability to manage multiple purchasing priorities while maintaining accurate records and promoting responsible stewardship of public funds. Essential Duties and Responsibilities Procurement and Purchasing Coordinate and process purchasing requests for supplies, equipment, materials, services, and other operational needs. Obtain and evaluate vendor quotes, conduct price comparisons, and support competitive procurement processes in accordance with applicable requirements. Prepare, review, and process purchase orders and related procurement documentation. Verify that purchase requests include appropriate approvals, funding information, specifications, and supporting documentation before processing. Monitor order status, delivery schedules, and backorders to ensure timely receipt of goods and services. Communicate with requesting departments to clarify specifications, resolve purchasing issues, and provide updates on order status. Prepare and conduct solicitations, bid documents, requests for quotes, and other procurement-related materials as needed. Vendor and Contract Management Establish and maintain effective working relationships with vendors, suppliers, and service providers. Research potential vendors and identify opportunities for cost savings, improved service, and purchasing efficiencies. Assist with vendor onboarding, documentation, performance monitoring, and maintenance of vendor records. Track contract terms, renewal dates, pricing, and purchasing agreements as assigned. Address discrepancies involving pricing, deliveries, invoices, and product or service quality. Budget and Financial Accountability Monitor purchasing activity against approved budgets and funding allocations. Coordinate with the Operations Director and appropriate staff regarding purchasing priorities, funding availability, and expenditure concerns. Review invoices, receipts, purchase orders, and related documentation for accuracy and consistency. Assist with reconciling procurement records and resolving invoice or payment discrepancies in coordination with finance and accounts payable personnel. Identify opportunities to improve purchasing practices, reduce unnecessary costs, and maximize available resources. Compliance and Recordkeeping Follow applicable state procurement laws, regulations, agency policies, school procedures, and funding requirements. Maintain complete, accurate, and organized procurement files, including quotes, approvals, purchase orders, contracts, invoices, and receiving documentation. Support procurement reviews, audits, reporting requests, and internal control procedures. Maintain confidentiality and demonstrate integrity, fairness, transparency, and accountability throughout the purchasing process. Ensure procurement documentation is readily available for review and retained in accordance with applicable records-retention requirements. Administrative and Operational Support Provide procurement reports and purchasing updates to the Operations Director as requested. Assist in developing and improving procurement procedures, tracking tools, and internal workflow…

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