Procurement Specialist

POSITION OVERVIEW This position works in the Fiscal Management Division and reports to the Chief Financial Officer. The location of this position is Downtown Louisville at 515 W Market Street. This is a 100% onsite position, working hours are 8am - 4pm, Monday - Friday. The Procurement Specialist is responsible for administering and overseeing all procurement activities for Jefferson County Sheriff Office (JCSO). This position ensures compliance with federal, state, and local procurement laws; manages competitive bidding processes; coordinates contract administration; administers procurement and travel card programs; and supports purchasing operations in accordance with JCSO policies and procedures. Essential Duties and ResponsibilitiesProcurement AdministrationAdminister and oversee all JCSO procurement processes in accordance with federal, state, and local statutes.Develop, issue, and manage Invitations for Bid (IFB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and sole-source justifications.Conduct bid openings, proposal evaluations, and vendor selection processes.Schedule, receive, and analyze bids and proposals.Lead evaluation committees and assist with negotiations to establish contracts and service agreements.Review and prioritize requisitions and proposed specifications.Research market availability and determine best sourcing options for goods and services.Review and correct purchase requisitions for compliance with procurement policies and procedures.Ensure procurement documentation is complete, accurate, and audit-ready.Maintain vendor files and oversee vendor compliance.Interview and research potential and new suppliers.Evaluate suppliers, goods, services, bids, and proposals.Obtain and maintain required vendor compliance documentation.Draft and manage contracts, purchase orders, maintenance agreements, and service agreements.Review and validate cooperative contracts for agency utilization where applicable.Review requests for non-competitive contracts and validate justification for approval.Monitor contract performance and ensure adherence to terms and deliverables.Provide procurement guidance to command staff, division supervisors, and agency personnel.Serve as liaison between divisions, vendors, contractors, and external stakeholders regarding procurement matters.Facilitate resolution of procurement and contractual issues.Maintain fixed asset acquisition documentation where applicable.Procurement Card and Travel Card AdministrationAdminister and oversee the JCSO Procurement Card (P-Card) and Travel Card programs in accordance with agency policies and financial controls.Monitor card usage and transactions to ensure compliance with purchasing policies, approved spending limits, and allowable expenditures.Conduct periodic reviews and audits of cardholder activity and supporting documentation.Coordinate issuance, suspension, and cancellation of procurement and travel cards for agency personnel.Provide guidance and training to cardholders and supervisors regarding program policies, procedures, and compliance requirements.Investigate and resolve procurement card discrepancies, disputed charges, and policy violations.Coordinate with financial institutions and internal finance staff regarding card administration, reporting, and account maintenance.Maintain accurate records related to cardholder agreements, approvals, reconciliations, and supporting documentation.Prepare reports and analyze procurement card and travel card activity to identify trends, compliance concerns, and process improvement opportunities.Assist in development and revision of procurement card and travel card policies and procedures.Compliance and Internal ControlsEnsure adherence to internal control policies related to purchasing activities.Support internal and external audits, including preparation of requested documentation.Monitor procurement activities for risk mitigation and regulatory compliance.Conduct periodic procurement activity reviews and implement corrective actions when necessary.Assist in development and revision of procurement policies, procedures, and standard operating practices.ReportingMonitor encumbrances and expenditures related to procurement activities.Provide expenditure forecasting and reporting to leadership.Extract, analyze, and compare procurement and expenditure data from multiple systems for operational and financial reporting purposes.Collect statistical data and prepare reports related to procurement activities and departmental operations.Provide procurement-related financial documentation and reports to finance and accounting staff as needed.