Hybrid Purchasing Specialist chez City of Lewiston, ID

About the Department

This position is open until filled with a first review of applications scheduled for August 13, 2025. The anticipated hiring range for this position is $50,248.18 - $54,610.04 based on qualifications and experience. The full salary range is $50,248.18 - $73,081.07.


Position Summary

Under the direction of the Financial Services Manager, supports the Purchasing Coordinator by performing advanced procurement tasks; processes purchase requisitions and orders; coordinates surplus auctions; manages certificates of insurance and workers’ compensation policies; supports contract management and city credit payment programs; assists with implementing procurement and financial processes; ensures compliance with Federal, State, and City policies, rules, and regulations; and performs additional duties as assigned.

Position Duties

Essential Job Functions

Assist the Purchasing Coordinator in processing and reviewing purchase requisitions for accuracy, completeness, and proper accounting code(s); ensure compliance with City policies, procedures, and applicable regulations, including Federal, State, and local guidelines; communicate with City personnel to clarify requisition information and to provide information and assistance; and issue purchase orders throughout the day as needed.

Coordinate and maintain the Citywide surplus property and auctions, ensuring compliance with Idaho statutes and City Purchasing Policy. Prepare auction documentation, timelines and advertisements, list surplus items on the auction site, coordinating with departments to ensure timely receipt of surplus items, and managing the closeout process, including facilitating the pick-up and transfer of sold items.

Maintain contract management program, enter contracts and update procedures. Provide contract management training and support to departments.  Maintain compliance with City record keeping and document destruction policies. 

Manage the initial setup of vendors in the Munis software, coordinating with departments and new vendors to gather required information and documentation. Supports the Risk Manager in verifying that certificates of insurance include the appropriate coverage for each purchase or project. Maintain accurate vendor records, including up-to-date certificates of insurance and proof of vendors' worker’s compensation policies to ensure efficient conversion of requisitions into purchase orders.

Provide the initial management and continued support for Citywide payment programs, including the establishment, onboarding, and maintenance of the credit card, P-Cards. Offer continuous assistance and troubleshooting support to departments to promote smooth and effective program operations.

Provide clerical support and assistance to the Purchasing Coordinator; issue specifications, maintain plan holders lists, update bid files, maintain City and third-party websites regarding bid opportunities; assume the duties of Purchasing Coordinator during vacations and other absences to ensure continuity of procurement operations. Assist with annual purchasing policy update and records destruction.

Review and process various utility invoices. Coordinate with departments and vendors to verify accuracy, ensure proper budget distribution, and investigate, and irregularities as needed.

Operate various office equipment and software. Schedules use of fleet pool cars located at City Hall. Coordinate inspections, maintenance, and repairs with Fleet. Perform additional duties as assigned.

Minimum Qualifications

Minimum Qualifications:
Any combination equivalent to: graduation from high school supplemented by college-level course work or experience in business-related field; accounting, purchasing procurement, business administration, accounts payable or a related field and two years increasingly responsible administrative support experience; Must have a current valid State Driver’s License with acceptable driving record.

Knowledge & Abilities:

KNOWLEDGE OF:

Basic purchasing policies, methods, procedures, and terminology.

Basic bid preparation and procedures.

Basic accounting principles.

Modern office practices, procedures, and equipment.

Telephone techniques and etiquette.

Effective written and verbal communication abilities to convey information accurately and professionally.

Fundamental accounting principles.

Interpersonal skills using tact, patience, and courtesy.

ABILITIES TO:

Understand and apply policies, practices, and terminology in purchasing supplies, materials, equipment, and services for the City.

Interpret and apply Federal, State, and City procurement policies, rules, and regulations.

Maintain confidentiality and ensure accuracy in all procurement, vendor, and payment processes.

Establish and maintain cooperative and effective working relationships with others.

Efficiently organize tasks to meet schedules, deadlines, and resolve complex procurement and workflow requirements.  

Keep pace with emerging technologies, including AI tools, and apply them responsibly to support efficiency, accuracy, and organization in procurement-related tasks.

Other Qualifications

Working Conditions

The work environment is primarily office-based (95%) with occasional fieldwork (5%) required. Office duties involve extended computer use, handling items or boxes on shelves, and regular communication tasks. Field activities include walking on uneven surfaces, climbing stairs, prolonged standing, and lifting up to 50 pounds when preparing items for surplus auction or conducting pre-bid, pre-proposal, and pre-construction conferences at various project sites.