Purchasing Specialist - Gardena, CA

Under direction, coordinates and performs professional and technical procurement administration and compliance functions for the Transportation Department in accordance with City standard and policies and all applicable legal requirements; researches, drafts, negotiates, analyzes ...

Job description

Under direction, coordinates and performs professional and technical procurement administration and compliance functions for the Transportation Department in accordance with City standard and policies and all applicable legal requirements; researches, drafts, negotiates, analyzes and administers all solicitation types, standard contracts, purchase requests, and other documents; provides advice and professional support to staff regarding procurement requirements; determines appropriate procurement method and performs product research; and performs related work as required.

Supervision Received and Exercised
Received direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

Class Characteristics
This classification is responsible for performing professional work within the Transportation Department, including, but not limited to, procurement administration. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy requirements.
Representative Duties
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.

• Purchase materials, supplies, equipment and services for the use by the Transportation Department;
• Develops, prepares, and maintains contracts, purchase orders, formal and informal solicitations, purchase orders, correspondences, quotations, scopes of work and specifications, pre-proposal meetings, and job walks, and contract awards;
• Receives and analyzes requisitions, solicits quotations, compares costs of products and services, and makes or recommends purchases;
• Performs a variety of procurement-related duties in the review, sourcing, and receipt of goods and services to ensure they comply with mandated City, state, and federal procurement policies, rules, regulations, and guidelines;
• Develops and maintains clear, accurate, and concise statistical and cost evaluation reports; maintains comprehensive procurement records and files; prepares reports and tabulations on materials and services, comparative prices, and market trends;
• Reviews scope of work and technical sections with management staff and consultants, to ensure clarity and consistency; assist with planning for and coordinating projects; acts as point of contact for procurement projects; ensures project adheres to scope of work;
• Understands, interprets, explains, and applies City, state, and federal laws and regulations, mandated safety rules, and protocols;
• Receives requisitions and verifies supporting documents; expedites and issues purchase orders; coordinates the creation of change orders; reviews signed and returned contracts;
• Receives and responds to inquiries regarding procurement policies and procedures; assists with research and preparation of purchases; may provide assistance with the City's purchasing system as needed;
• Prepares financial analyses and cost comparisons to determine the cost-effectiveness of products, services, and commodities within areas of assigned responsibility;
• Assist in the resolution of accounting and receiving discrepancies; process claims with vendors for damaged or incomplete materials; obtain credits where appropriate;
• Performs other duties as assigned.

Education and Experience
Education
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to a bachelor's degree from an accredited college or university with major coursework in purchasing, finance, or business administration.

Experience:

• Three (3) years progressively responsible experience in purchasing materials, equipment, supplies and services in a public sector setting.

Knowledge And Abilities
Knowledge of:

• Modern principles, practices, and methods of public and governmental purchasing and procurement programs, processes, and applications, including competitive bidding procedures.
• Principles and practices of project management, milestone and timeline development, document analysis/evaluation.
• Applicable Federal, State, and local laws, rules and regulations relevant to assigned areas of responsibility.
• Sources and types of products, commodities, and services used in public works and transportation industries.
• Methods and techniques of developing business communications including reports, correspondence, and bid documents.
• Principles and practices of business organization and public administration.
• Recordkeeping principles and procedures.
• 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, including telephone etiquette.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern 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:

• Source and procure a diverse range of goods and services.
• Research, interpret, and utilize data and information to achieve cost effective results.
• Ensure records are maintained and procurements are documented from origination through completion.
• Assist project managers in developing statements of work (SOW) and evaluation criteria for solicitations.
• Advise and explain purchasing policies, procedures, and standards.
• Make accurate arithmetic, financial, and statistical computations.
• Maintain confidentiality and exercise sound judgment
• Understand, interpret, stay updated, and apply all pertinent laws, codes, regulations, policies, and procedures, and standards relevant to work performed.
• Prepare clear, accurate, and concise records and reports.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• 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.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work

Physical Demands
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing, in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Position in this classification occasionally bend, stoop, kneel, reach, 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 10 pounds.

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 department policies and procedures.

License

• None

Please submit the required license, certificate, or registration with the State as evidence of professional or technical proficiency at the same time of filing the application. The Human Resources Officer will require necessary verification of qualifications as specified in the job bulletin.
Testing Process - Open Until Filled; first review of applications January 15, 2026

• Minimum Qualifications Screening - Pass/Fail
• Supplemental Questions - Pass/Fail
• Written Exam - 30% of total score
• Oral Interview - 70% of total score

*Testing process is subject to change

Candidates must pass all examinations to be placed on the eligible list.

Possession of the minimum qualifications does not guarantee an invitation to the next step in the selection process. All candidate materials will be carefully evaluated and only those considered best qualified will be invited to the next step in the selection process