Job Details

WE'RE HIRING: PROCUREMENT SPECIALIST

The Office of Council Services is recruiting for a full-time Procurement Specialist.

Who We Are:

The Office of Council Services (OCS) provides administrative and professional support to the Maui County Council, including its committees, Councilmembers' offices, and residency area offices.

Staff Appointments:

The Procurement Specialist is appointed by Council resolution and serves for the 2023-2025 Council term, which began at noon on January 2, 2025, and will expire at noon on January 2, 2027. The position is not civil service or permanent but may be reappointed.

Position Summary:

The Procurement Specialist is part of the Administrative Support Section of the Office of Council Services and plays a key role in supporting the Maui County Council's purchasing and procurement functions. This position is responsible for a variety of procurement-related duties–from small purchases to formal solicitations–and ensures compliance with County and State procurement laws.

As a member of the Support Section, the Procurement Specialist is expected to assist with a broad range of administrative and operational tasks as needed. This includes helping with procurement documentation, contract preparation, travel coordination, inventory control, event support, and general office functions. The ideal candidate is adaptable, detail-oriented, and capable of working collaboratively in a fast-paced legislative environment.

Key Responsibilities:

• Support all procurement and purchasing activities in compliance with County and State laws and policies.
• Prepare and review specifications, solicit quotes, post solicitations (e.g., RFPs), and recommend contract awards.
• Draft and process purchasing documents, including purchase orders, payment requests, vendor correspondence, and procurement justifications.
• Maintain procurement and purchasing records, track inventory and supplies, and assist with purchasing-related reporting.
• Coordinate with vendors on delivery schedules, billing questions, and contract administration issues.
• Review invoices and documents for accuracy and policy compliance; assist with accounts payable processes.
• Assist with processing and documentation for sole source, emergency, and exempt procurements.
• Provide procurement support for Council events, trainings, inaugurations, and conferences.
• Serve as a knowledgeable resource for the Office and Council on procurement and purchasing related questions, and offer guidance on rules, procedures, documentation, and compliance.
• As part of the Administrative Support Section, assist with a broad range of duties beyond procurement as needed, including document formatting, scheduling, internal communications, logistics, orientation support, and other operational tasks. Flexibility and collaboration are essential.

Requirements:

• Education and Experience:
  • Bachelor'sDegree from an accredited college or university. A major or equivalent in purchasing, public or business administration, or finance is preferred.
  • 1 year of progressively responsible professional experience in technical purchasing work that involved formal bidding procedures and working with users and vendors in identifying, clarifying, and specifying requirements of products.
• License: Possession of a valid motor vehicle operator's license.
• Ability to:
  • Learn and apply principles and practices of government procurement, including sourcing, compliance, and vendor relations.
  • Analyze needs, evaluate options, and recommend effective solutions.
  • Communicate clearly and effectively, both orally and in writing.
  • Prepare accurate, well-organized reports, forms, and records.
  • Perform complex clerical and administrative work, including maintaining detailed procurement records, processing financial documents, and ensuring accuracy in data entry and account tracking.
  • Complete required training and collaborate with County departments and the State Procurement Office.
• Knowledge of:
  • Proper English grammar, punctuation, arithmetic, and business writing.
  • Basic knowledge of Hawai'i government purchasing statutes, rules, procedures, and common use of commodities and services.
  • Inventory control, asset management, and basic financial reporting.
  • Office procedures, procurement systems, and accounting practices related to purchasing, invoicing, and accounts payable.

Physical Requirements:

• Physical Effort Grouping: Light.

Examination:

A skills or knowledge exam may be administered.

How to Apply:

For questions, contact...@mauicounty.usor Keoni Shirota, Personnel Specialist, at (808) ###-####.

SalaryRange:

$66,953 to $126,250 annually, based on experience and education, per Maui County Code §2.08.060. Appointment within the range depends on qualifications.

Work Eligibility:

Applicants must be U.S. citizens, nationals, or authorized to work in the U.S. and must become Hawai'i residents within 30 days of employment.

Nondiscrimination Policy:

OCS and the Maui County Council are equal opportunity employers and do not discriminate on any basis protected by State or Federal law.