Procurement Specialist

Finance Memphis, Tennessee

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Description

Effective Date: 12/15/2025
FLSA:                 Non-Exempt
Job Title:          Procurement Specialist
Department:      Finance
Reports To:       Director of Finance
Job Function: The Procurement Specialist manages the acquisition of goods and services essential to MATA’s transit operations, including fleet parts, maintenance services, IT systems, facilities, and infrastructure-related purchases. This position supports uninterrupted transit service by ensuring timely, cost-effective, and compliant procurements in accordance with MATA policies and all applicable federal, state, and local regulations, including Federal Transit Administration (FTA) requirements.
 
Essential Duties & Responsibilities
Sourcing & Vendor Management
  • Source, evaluate, and maintain relationships with qualified suppliers for materials, equipment, construction, professional services, and operational needs.
  • Support procurement activities for Fixed Route, MATAplus, Maintenance, Facilities, IT, and Administrative departments.
  • Promote compliance with Disadvantaged Business Enterprise (DBE) participation requirements.
Negotiation & Best Value Procurement
  • Negotiate pricing, delivery schedules, warranties, and contract terms to obtain best value for MATA.
  • Conduct cost and price analyses to support award recommendations.
  • Assist in resolving vendor performance, delivery, or pricing issues.
Contract Administration & Specifications
  • Prepare and administer RFQs, IFBs, RFPs, and contract documents in collaboration with internal stakeholders.
  • Draft and review technical specifications, scopes of work, and service requirements.
  • Track contract lifecycles including renewals, amendments, and closeouts.
  • Maintain vendor performance documentation and compliance records.
Purchase Orders & Invoice Processing
  • Create, track, and manage purchase orders in MATA’s ERP system (MUNIS).
  • Review and reconcile invoices to ensure accuracy, receipt of goods/services, and contract compliance.
  • Coordinate with Finance and Accounts Payable to resolve discrepancies.
FTA Compliance & Grant Support
  • Ensure procurements comply with FTA Circular 4220.1, Buy America, Brooks Act (as applicable), and other grant requirements.
  • Maintain complete procurement files to support FTA reimbursement and audits.
  • Track federally funded purchases and assist with documentation for grant drawdowns.
  • Support internal, external, and FTA-related audits and reviews.
Reporting & Inventory Support
  • Prepare procurement activity reports including spend analysis, contract status, and federally funded transactions.
  • Support inventory coordination for critical fleet and maintenance parts to minimize service disruptions.
  • Identify supply chain risks impacting service reliability.
Required Qualifications:
Education: Associate’s or Bachelor’s degree in Business Administration, Public Administration, Supply Chain Management, Finance, or related field.
Other:
  • Minimum 2–3 years of procurement or purchasing experience, preferably in public sector or transit.
  • Working knowledge of public procurement laws and competitive solicitation processes.
  • Experience with ERP systems (MUNIS preferred) and Microsoft Office.
  • Strong organizational skills and attention to detail.
  • Experience in a public transit authority or government agency.
  • Familiarity with FTA-funded procurements and compliance requirements.
  • Procurement certification (NIGP, CPPB, CPPO).
  • Experience supporting fleet, facilities, construction, or maintenance procurements.
  • Strong negotiation, analytical, and problem-solving skills.
  • Ability to interpret contracts, specifications, and regulatory guidance.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple procurements simultaneously and meet deadlines.
  • High level of accuracy, professionalism, and ethical judgment.
Environment:
  • Office-based position with regular coordination across operational departments.
  • May require attendance at bid openings, vendor meetings, or audit reviews.
  • Occasional deadline-driven workload tied to service needs and grant timelines.
  • Must be willing to comply with MATA’s Drug and Alcohol Policy.
  • Regular and consistent attendance is required.
  • 7Must always comply with safety protocols.

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