Procurement & Contracts Specialist I

Job Number 2025-00038

King County Library System (KCLS) in Washington State is seeking a Procurement & Contracts Specialist I to join their Finance Team.

The Procurement & Contracts Specialist I provides administrative and project support for the procurement and contracting group to ensure compliance with KCLS procedures and regulatory requirements. The position maintains procurement and contract records, reports, and process documentation. This position prepares monthly reconciliations of credit card and online store statements.

Experience we are looking for:

• Excel

• Experience administrating computing tools for Finance

• Reports- generating and using

• Credit Experience 

• Basic accounting (AP, AR, invoicing)

• Customer Service (included but not limited to answering help desk tickets and providing products or services to leadership team members)

• Purchase Order creation

• Troubleshooting/research experience

Applicants must attach a current resume and cover letter which addresses why they are interested in the position and how they meet the qualifications listed. 

About King County Library System (KCLS):
KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. In order to support this vision, we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.5 million diverse patrons, providing an unparalleled collection of library materials, resources, technology, services, and programs.Approximately 1,000 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach, programs, and virtual assistance. Our service area includes cities, towns, tribal lands, and unincorporated districts of King County, with the exception of the city of Seattle.From a 2021-2022 comprehensive Diversity, Equity, and Inclusion (DEI) Assessment Demographics and Language Report, of the more than 1.5 million residents who live within the KCLS service area, almost half identify as Black, Indigenous, or People of Color (BIPOC). Moreover, roughly one-third of the KCLS community speaks a language other than English as their first language.The King County Library System values the diverse perspectives, lived experiences, and cultures of all qualified individuals. We seek applicants that reflect the diversity of the communities we serve and encourage individuals of all backgrounds to apply, including BIPOC (Black, Indigenous, and other people of color), immigrants, refugees, women, LGBTQIA , individuals with disabilities, veterans, etc.KCLS welcomes reasonable accommodations for persons with disabilities as an opportunity to assist qualified individuals to participate in the job application or interview process and/or perform the essential functions of the position upon hire. 

Need an accommodation to apply or interview? Call (425) 369-3224 or email employment@kcls.org.
 
KCLS ensures equal opportunities and consideration for all job applicants, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. KCLS does not tolerate discrimination or harassment during any stage of employment, including in recruiting, hiring, promotion, termination, leave of absence, compensation, or training.
Essential Duties
The items listed in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic and therefore duties may change based on business necessity; however, any new duties will remain within the scope of the job.

• Receives, organizes, and responds to procurement-related inquiries and correspondence, ensuring timely response or appropriate escalation.
• Supports purchase order releases, goods receipts, and applicable invoice matching in the financial system.
• Reviews and processes invoices in the accounts payable system, ensuring accuracy and compliance with financial policies. 
• Supports the administration of company-issued credit cards, including issuance, reconciliation of statements, guidance on staff usage.
• Maintains vendor records within the enterprise accounting system, including processing vendor additions/updates and organizing W-9 documentation.
• Tracks and implements record retention, release, and destruction requirements for procurement-related data and documentation.
• Maintains signature authority records in accordance with the Procurement Policy, verifying purchasing limits and documentation.
• Assists in monitoring compliance with procurement policies, including staff adherence to purchasing limits and signature authorization requirements.
• Oversees corporate office supply purchasing. Manages vendor and online accounts and maintains policies related to online store accounts, including vendor statement reconciliation and account access management.
• Organizes and preserves documentation for artwork loaned to KCLS, coordinating removals with community libraries as planned.  
• Collaborates with team members in creating and implementing procurement and contracting policies, procedures, and process documentation. Creates reports to inform changes in procurement practices.

Secondary Duties

• Participates in the setup and maintenance of procurement system(s). 
• Maintains applicable intranet pages and links.
• Orients staff in procurement process requirements and regulations.
• Performs other related duties as assigned.

Each KCLS position has job-specific competencies. These competencies describe characteristics needed for optimum performance in the position. In addition, there are organizational competencies applicable to all positions at KCLS that encompass the culture and set expectations for how work is performed.

Organizational Competencies

• Valuing Diversity

Manages relationships with all kinds and classes of people inclusively and equitably. Respects, values, and encourages the unique dimension each employee adds to the organization and each member of the community brings to the whole. Seeks opportunities to learn about differences.

• Customer Focus

Primarily focused on customer needs. Able to deliver high-quality, value-added services. Constantly strives to find new ways to increase customer satisfaction and understanding, foster equitable services, and forge meaningful connections.

• Ethics, Values and Judgement

Exercises best judgment, trustworthiness, and professional standards of conduct. Consistently demonstrates organizational values, moral principles, and accountability in behavior, character, and action. Defends intellectual freedom and confidentiality.

• Professional and Technical Knowledge

Demonstrates proficiency in professional and technical skills and/or knowledge in position-related areas. Purposely keeps up with current developments and trends in areas of expertise, in order to better foster personal success and connections for others.

Job-Specific Competencies

• Communicates Effectively

Conveys ideas and information in a way that is clear, engaging, and suitable to the audience. Main point of their message is apparent. Listens more than they speak, responds appropriately. Seeks influence.

• Work Quality

Inspires and strives for excellence in all aspects of work including setting high standards of performance for self and others. Ensures that results are complete and accurate. Exhibits attention to detail.

• Organizing and Planning

Establishes courses of action for self. Can influence others to ensure that work is efficient. Appropriately sensitive to real restraints on time and resources. Willing to take a risk.
Education and Experience
The items listed below are the minimum requirements for the job and are relevant to this position. The organization values both work experience and education and realizes that individuals take different paths to acquire knowledge.

• Associate’s or technical degree or certificate in accounting, business administration, or related field.
• Three years of experience in purchasing, contract administration, or project management. 
• Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.

Knowledge and Skills

• Working knowledge of procurement and accounting concepts and processes.
• Working knowledge of Microsoft 365 with an emphasis on Excel skills, and accounting software.
• Effective verbal, written, and active listening communication skills.
• Handles confidential information with discretion.
• Responsive to demands in a proactive manner.
• Develops and maintains cooperative working relationships.
• Skills to work on several projects at the same time while keeping track of progress, challenges, and deadlines.
• Recognizes and set priorities and can work with many interruptions.
• Attention to detail and high level of accuracy.
  

Professional Licenses and Certifications

• None.

Physical Demands
While performing the duties of this job, the employee will:

• Constantly sit throughout work shift, occasionally stand, and seldom will walk.
• Frequently reach out at chest level with hands and arms, occasionally reach up, and seldom reach down.
• Constantly use hands in conjunction with frequent finger use. Keyboarding may be repetitive up to frequently.
• Occasionally rotate neck.
• Seldom climb and balance on step stools.
• Require extensive close work, including use of a computer monitor.
• Occasionally lift up to 10 lbs. and seldom lift and carry up to 35 lbs.
• Seldom push or pull carts and wheeled equipment with light force.

Work Environment
Work is performed in a typical office environment. Overtime and high-volume processing may be required depending on business demands. Incumbent may be permitted hybrid telework schedule upon request.

Salary : $30 - $37