Procurement Specialist

The Procurement Specialist is responsible for advanced-level research, negotiations, and purchasing of goods and services for AFSCME to ensure cost-effectiveness and operational readiness. Key responsibilities include identifying needs, sourcing USA union-made suppliers, negotiating contracts, managing vendor relationships, and ensuring timely delivery and quality control. All goods must be USA union-made when available, and this position is responsible for verifying and documenting union documentation including overseeing inventory from purchase through distribution.

The incumbent will create Request for Proposals (RFPs), create comparison metrics to effectively evaluate proposals and recommend the best and most cost-effective vendor for award, ensures contract compliance and proper documentation of all assets. Ability to build and maintain collaborative relationships with vendors, union stakeholders, and internal departments while balancing multiple priorities and deadlines.

• Purchase approved supplies, hardware, software, and services in accordance with AFSCME procurement guidelines.
• Create Request for Proposals for all goods purchased. The RFP must provide detailed specifications, price structure, and timeline.
• Evaluate pricing structures, bid competitiveness, and vendor performance to ensure favorable terms and long-term cost-effectiveness.
• Responsible for sourcing and negotiation including researching and identifying potential supplies, requesting quotes, negotiating terms and prices, and requesting purchase orders from the Customer Service Project Technician.
• Responsible for supplier management. Developing and maintaining relationships with suppliers, monitoring their performance, and resolving any issues or concerns.
• Responsible for compliance and risk management. Ensuring all purchases comply with AFSCME policies and legal regulations. Analyze suppliers for potential risks and have contingency plans in place.
• Responsible for cost and quality control. Making purchasing decisions that optimize cost, quality, and logistics. Inspect and evaluate the quality of purchased items to resolve shortcomings.
• Responsible for reporting and analysis. Maintain accurate records of purchases and contracts. Analyze data and report on logistical performance, suggesting improvements to management.
• Obtain required competitive bids (minimum of three), develop bid specifications for requested goods or services from information provided by staff.
• Tracks procurement activity from request to delivery, maintaining full documentation and audit trails. Responsible for tracking all projects, status and all purchases electronically that are updated daily.
• Ensure purchased products are union-made and delivered accurately, on schedule, and at competitive prices.
• Collaborates with and assists the Assistant Director with procurement decision-making and prioritization, contract development, review, and administration.
• Responsible for procuring internet services for field offices. Maintain appropriate passwords and account information to move or cancel services.
• Maintain and track inventory for headquarters and field offices for assets purchase; ensure accurate records of location and status at all times.
• Apply asset tags to all capital purchases and ensure the asset tracking spreadsheet is current and accurate.
• Ship or distribute goods to management-authorized personnel and maintain accurate chain-of-custody documentation.
• Manage warranty and maintenance contracts, including coordinating service calls, installations, and subcontractor activities.
• Confirm delivery schedules, quantities, and service requirements; ensure compliance with contract terms.
• Support headquarters and field office moves, installations, and service activities in coordination with Administration.
• Ensure maintenance agreements are updated annually when required.
• Support the IT Department by maintaining Excel-based capital budget tracking, including complex formulas and detailed cost analysis.
• Track expenditures related to operating budgets, maintenance agreements, product invoices for vendors and AFSCME compliance. Verify all associated invoices and manage contract renewals (single and multi-year).
• Coordinate contract language and terms with the Office of the General Counsel.
• Maintain collaborative relationships with vendors, union staff, internal departments, and brokers. Communicate expectations, specifications, and contract requirements clearly to all parties.
• Negotiate pricing, services, and terms that meet AFSCME’s standards while protecting organizational and union interests. Assess market trends to ensure AFSCME receives high-quality, cost-effective goods and services that are union produced.
• Develop a plan to leverage affiliate relationships to secure volume pricing advantages. Once approved, work with the Assistant Director of Administration to implement.
• Complete specification sheets and coordinate approvals with department directors and the Executive Office.
• Perform site…