Santa Margarita Water District
Purchasing Specialist
Santa Margarita Water District, California, Missouri, United States, 65018
Overview
Join our team as a Purchasing Specialist! Santa Margarita Water District
is seeking a detail-oriented and analytical Purchasing Specialist to independently perform purchasing and procurement activities for a wide range of materials, supplies, services, and equipment. This role supports District departments by ensuring purchasing transactions are completed in compliance with Board-adopted policies, applicable laws, and best public-sector procurement practices, while balancing cost, quality, reliability, and operational needs. About the Role Under general supervision, the Purchasing Specialist performs routine to moderately complex purchasing functions and serves as a key liaison between District departments, vendors, and external agencies. The position is responsible for reviewing and processing purchase requisitions and purchase orders, ensuring appropriate approvals and funding, and maintaining accurate purchasing and vendor records. This role requires a working knowledge of public agency purchasing practices, basic accounting principles, and applicable procurement regulations. Meet Santa Margarita Water District Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship. Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters. Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit. Santa Margarita Water District’s values include: Exemplary service excellence Intelligent innovation that is forward-thinking and adaptive Ethical fiscal responsibility and transparency Environmental and resource stewardship Employee development and leadership training Building relationships that strengthen communities What You Will Do
Review, evaluate, and process purchase requisitions and purchase orders for supplies, materials, equipment, and services
Ensure purchasing transactions comply with District policies, Board approvals, purchasing thresholds, and applicable laws and regulations
Code requisitions to appropriate general ledger accounts and project numbers and verify proper approvals
Coordinate with managers, supervisors, and staff to clarify purchasing requirements and resolve issues
Conduct competitive solicitations when required and analyze quotes, bids, and proposals to secure best value
Assist with Requests for Proposals and Qualifications and recommend vendor awards as appropriate
Maintain vendor records, certifications of insurance, and compliance with DIR and SAM requirements
Monitor vendor performance, delivery schedules, and resolve shipping, invoice, and service issues
Prepare and maintain purchasing records, files, and documentation
Support fiscal year-end close activities related to the purchasing module
Assist with vendor W-9 collection and preparation of annual 1099 and 1096 filings
Coordinate disposal and sale of surplus District assets in accordance with policy and state requirements
Assist in updating District-wide purchasing policies and procedures as laws and regulations change
What You Bring
Knowledge of public agency purchasing principles, competitive bidding, and procurement regulations
Ability to analyze purchasing documents for accuracy, funding, and compliance
Strong organizational skills and the ability to manage multiple priorities
Effective communication and negotiation skills when working with vendors and internal stakeholders
Proficiency with computers, purchasing systems, and standard business software
Ability to exercise sound judgment, discretion, and professionalism
Education and Experience
A high school diploma or GED equivalent is required. College-level coursework in accounting, business, or a related field is preferred.
At least two years of progressively responsible professional purchasing experience is required, preferably within a government agency or utility.
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Join our team as a Purchasing Specialist! Santa Margarita Water District
is seeking a detail-oriented and analytical Purchasing Specialist to independently perform purchasing and procurement activities for a wide range of materials, supplies, services, and equipment. This role supports District departments by ensuring purchasing transactions are completed in compliance with Board-adopted policies, applicable laws, and best public-sector procurement practices, while balancing cost, quality, reliability, and operational needs. About the Role Under general supervision, the Purchasing Specialist performs routine to moderately complex purchasing functions and serves as a key liaison between District departments, vendors, and external agencies. The position is responsible for reviewing and processing purchase requisitions and purchase orders, ensuring appropriate approvals and funding, and maintaining accurate purchasing and vendor records. This role requires a working knowledge of public agency purchasing practices, basic accounting principles, and applicable procurement regulations. Meet Santa Margarita Water District Santa Margarita Water District is a dynamic, forward-thinking agency dedicated to delivering high-quality potable water, recycled water, and wastewater services to its 200,000 customers across Southern Orange County. As one of the region’s largest and most impactful utilities, we are committed to the highest standards of transparency, innovation, and environmental stewardship. Our people drive our progress, innovation, and results. Our collaborative, human-first culture fosters the sense of fun, comradery, and a rewarding sense of purpose as we do work that matters. Dynamic teams of intelligent individuals work collaboratively to achieve SMWD’s goals and solve challenges with a common aim that fosters a unique bond that is not often found in governmental agencies. The District employs approximately 320 employees and operates with one represented bargaining unit. Santa Margarita Water District’s values include: Exemplary service excellence Intelligent innovation that is forward-thinking and adaptive Ethical fiscal responsibility and transparency Environmental and resource stewardship Employee development and leadership training Building relationships that strengthen communities What You Will Do
Review, evaluate, and process purchase requisitions and purchase orders for supplies, materials, equipment, and services
Ensure purchasing transactions comply with District policies, Board approvals, purchasing thresholds, and applicable laws and regulations
Code requisitions to appropriate general ledger accounts and project numbers and verify proper approvals
Coordinate with managers, supervisors, and staff to clarify purchasing requirements and resolve issues
Conduct competitive solicitations when required and analyze quotes, bids, and proposals to secure best value
Assist with Requests for Proposals and Qualifications and recommend vendor awards as appropriate
Maintain vendor records, certifications of insurance, and compliance with DIR and SAM requirements
Monitor vendor performance, delivery schedules, and resolve shipping, invoice, and service issues
Prepare and maintain purchasing records, files, and documentation
Support fiscal year-end close activities related to the purchasing module
Assist with vendor W-9 collection and preparation of annual 1099 and 1096 filings
Coordinate disposal and sale of surplus District assets in accordance with policy and state requirements
Assist in updating District-wide purchasing policies and procedures as laws and regulations change
What You Bring
Knowledge of public agency purchasing principles, competitive bidding, and procurement regulations
Ability to analyze purchasing documents for accuracy, funding, and compliance
Strong organizational skills and the ability to manage multiple priorities
Effective communication and negotiation skills when working with vendors and internal stakeholders
Proficiency with computers, purchasing systems, and standard business software
Ability to exercise sound judgment, discretion, and professionalism
Education and Experience
A high school diploma or GED equivalent is required. College-level coursework in accounting, business, or a related field is preferred.
At least two years of progressively responsible professional purchasing experience is required, preferably within a government agency or utility.
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