PROCUREMENT AND SUPPLY SPECIALIST 1

About the Department

PROCUREMENT AND SUPPLY SPECIALIST 1
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

Let’s build what’s next, together.

The Contracts and Compliance Division helps strengthen communities by providing timely services that are focused on the customer.

The Procurement and Supply Specialist 1 is responsible for coordinating and managing the agency’s office supply inventory and purchasing activities. This position oversees purchasing, shipping, receiving, and mail operations and serves as the agency’s purchase card custodian.
Key responsibilities include ensuring compliance with Department of Enterprise Services (DES) procurement policies and guidelines; performing purchase reconciliations, compliance monitoring, and fraud reporting; managing inventory levels and restocking; supporting contract compliance; and administering environmentally preferred purchasing in alignment with DES and Department of Ecology standards.
This role also supports agency-wide supply management functions and provides direction and leadership to promote efficient, compliant, and strategic operations. The position plays a key role in maintaining consistent performance, high service standards, and adherence to agency policies.

This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week. 

Position Duties

Procurement Processing
Tasks include:
• Processes purchasing requests in accordance with established policies, procedures and applicable state requirements.
• Researches vendors, pricing, availability and purchasing options. Assists staff with identifying appropriate purchasing methods and contracts.
• Reviews purchasing documents for completeness, accuracy and compliance.
• Processes purchases using established procurement procedures and authorized purchasing sources.
• Verifies Vendor information, pricing and contract requirements prior to completing purchases.
• Follows Environmentally Preferred Purchasing guidelines from Department of Enterprise Services and Department of Ecology.

Supply inventory and Restock
Tasks include:
• Performs inventory assessment on current supplies to assess supplies need to maintain minimum inventory levels.
• Researches contracted vendors for best pricing on products.
• Obtains documented approval for purchases from signature authority.
• Maintains organized storage areas to ensure quick and accurate item retrieval.
• Monitors delivery timelines and follows up with vendors on delayed or incomplete orders.
• Conducts periodic spot checks to verify inventory counts against records.2

Shipping and Customer Service
Tasks include:
• Communicates and gives direction to agency staff inquiries about shipping packages or mailers.
• Provides routine information and assistance with Shipping and mailing.
• Communicates to requestors when deliveries have arrived and routes deliveries to correct department.
• Purchases shipping for packages, mailings and generates shipping labels.
• Researches and chooses best price vendor to use for shipping.

Purchase Card Custodian
Tasks include:
• Responsible for using the agency credit card in compliance with DES purchasing card policies.
• Reconciles charges made to purchase card within 24 hours.
• Monitor’s activity on purchase card and reports any fraudulent charges.
• Ensures all receipts for purchases are uploaded at the time of purchase to the Mercury purchasing system.
• Reviews transactions for compliance with state purchasing laws, statewide contracts, direct buy limits and agency requirements.

Receiving and Routing Shipments
Tasks include:
• Open every delivery that is received, stamp packing slip received, upload documentation to purchase record and change system status to received.
• Count package content and compare it to original purchase request to ensure accuracy.
• Document whether the item(s) received are a partial or complete order.
• Route receiving document to correct department for filing.
• Communicate with department who requested the items that their delivery has been received and where it can be picked up.
 
Mail and Check Processing
Tasks include:
• Open all mail, stamp outside of envelope with date received.
• Determine contents of envelope and route to the appropriate department.
• Collect, count and document incoming, returned our automatic deposit checks.
• Document check numbers on applications.
• Route mail to the correct department mailbox.
• Perform chain of custody to hand off checks to accounting, obtaining signature for receipt of checks.
• Research contracts management system (CMS) for individual division contracts and attach certificates of insurance that are received.

Surplus and Disposal
Tasks include:
• Submits Surplus Requests for agency requested.
• Coordinates Department of Enterprise Services pickups.
• Processes disposal of tags related to assets.

Minimum Qualifications

Required Qualifications:
Any combination of three (3) total years of experience and education. This could be gained by a combination of relevant education beyond high school equivalency and/or professional-level experience involving purchasing management, business administration or closely allied field.

One (1) year of professional-level experience that must include any combination of three (3) or more of the following:
• Purchasing Management, Business Administration or closely allied field.
• One (1) year of purchasing experience.
• Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
• Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
• Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
• Competence in purchasing system use, maintenance, data entry, documentation, and updating
authorizations.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
• Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
• High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
• Problem-solving skills with a focus on process improvement and collaborative team solutions.

Required Position Competencies:
• Knowledge of state purchasing regulations, including RCWs, WACs, DES policies, OFM policies, and State Auditor requirements.
• Ability to consistently review, analyze, and approve purchase requests to ensure compliance with internal and external regulations.
• Skill in vendor management, including maintaining vendor listings and communicating vendor status changes.
• Competence in purchasing system use, maintenance, data entry, documentation, and updating authorizations.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and identifying fraud.
• Ability to reconcile purchasing card transactions daily, weekly, and monthly, ensuring accuracy and
identifying fraud.
• Effective communication skills to guide employees on purchasing procedures, cost-saving options, and compliance requirements.
• High attention to detail and accuracy in all purchasing, reconciliation, and inventory work.
• Ability to manage multiple tasks in a high-pressure environment while maintaining focus and organization.
• Ability to work independently as well as within a team.
• Problem-solving skills with a focus on process improvement and collaborative team solutions.

Education includes college-level coursework, technical and/or vocational education, and/or certification programs

Examples of how to qualify:
• 3 years of experience.
• 2 years of experience and 1 year of education.
• 1 year of experience and 2 years of education.
 
To be considered for this position, the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: [email protected] - please reference the job number in your message.

Other Qualifications

This position is based in Olympia, WA and follows a hybrid model - requiring being in-office at least 2 times per week.  If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.

This position is covered by a collective bargaining agreement 

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at [email protected].
 
Our Commitment to Equal Opportunity 
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at [email protected].  Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
               
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.

Benefits

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note:  If the position offers benefits which differ from the following, the job posting should include the specific benefits. 

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays 
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. 

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave 
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. 

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.  

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave 
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

Supplemental Questions

Required Question

Agency Information

EmployerState of WashingtonAddress View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504 Website http://www.careers.wa.gov