Purchase & Supply Specialist

%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EAbout Montana Youth Challenge Academy%3C/u%3E%3C/strong%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3EThe Montana Youth Challenge Academy (MYCA) assists at-risk Montana youth in developing the skills and abilities necessary to become productive citizens by focusing on their physical, emotional, and educational needs in a highly structured environment. MYCA is a voluntary, 17‑month program for youth ages 16–18 consisting of a 22‑week Residential Phase (including an 11‑day acclimation period) followed by a 12‑month Post‑Residential “mentoring” phase.%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EJob Overview%3C/u%3E%3C/strong%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3EThe Purchasing %26amp; Supply Specialist is MYCA’s primary point of contact for purchasing, inventory, and supply operations. This position manages supply and equipment inventories; coordinates purchasing and contracts; oversees state motor pool vehicles; coordinates routine facility maintenance with the University of Montana Western; and provides a range of cadet and staff support services.%3C/p%3E%3Cp class=%22MsoNormal%22%3EThe position reports to the Support Services Supervisor and may oversee work study positions assisting with inventory and support services.%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EWhat You Will Do%3C/u%3E%3C/strong%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3EInventory Management (approx. 40%)%3C/strong%3E%3C/p%3E%3Cul style=%22margin-top%5C:0in;%22 type=%22disc%22%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3EMonitor supply and equipment inventories to ensure availability, accessibility, security, and cost-effectiveness.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3EIdentify current and future inventory needs; place and track orders to ensure timely delivery.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3EInspect incoming shipments for quality, quantity, damage, and compliance with specifications; resolve shipping and receiving problems with vendors and staff.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3EDirect and oversee physical inventories of supplies and equipment; maintain accurate records and ensure compliance with security and OSHA requirements.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3ECoordinate processing of invoices and statements, verify goods and services received, resolve discrepancies, and forward information to the MYCA Accountant.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3EServe as liaison to MYCA staff and cadets regarding inventory concerns, product specifications, quality issues, and the ordering/receiving process.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l3 level1 lfo1;tab-stops%5C:list .5in;%22%3ECoordinate campus key issuance and tracking to ensure security and compliance with MYCA and campus policies.%3C/li%3E%3C/ul%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EFacility %26amp; Motor Pool Coordination (approx. 20%)%3C/u%3E%3C/strong%3E%3C/p%3E%3Cul style=%22margin-top%5C:0in;%22 type=%22disc%22%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l1 level1 lfo2;tab-stops%5C:list .5in;%22%3ECoordinate facility maintenance requests and fire/life safety inspections with University of Montana Western facilities staff and other providers.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l1 level1 lfo2;tab-stops%5C:list .5in;%22%3EMonitor maintenance schedules; prioritize work based on life safety, operational needs, and backlog.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l1 level1 lfo2;tab-stops%5C:list .5in;%22%3ECoordinate the MYCA motor pool, including vehicle use policies, licensing, insurance, preventative maintenance, repairs, assignments, returns, and replacement planning in accordance with State requirements.%3C/li%3E%3C/ul%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EContract %26amp; Purchasing Administration (approx. 20%)%3C/u%3E%3C/strong%3E%3C/p%3E%3Cul style=%22margin-top%5C:0in;%22 type=%22disc%22%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EDevelop project and inventory plans, specifications, and requirements for supplies and services.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3ECoordinate solicitation processes (RFPs, IFBs, sole source, and other methods) in line with State purchasing rules.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EPrepare and process purchase requisitions, solicitation and contract documents; support bidder conferences and respond to vendor inquiries.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EEvaluate bids and proposals for compliance with terms and conditions and recommend selections consistent with MYCA needs and regulations.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EMonitor contractor performance and conduct periodic quality assurance reviews; recommend corrective action or vendor suspension when appropriate.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EOversee processing and verification of payments for contracted services; ensure compliance with contract terms and accurate expenditure allocations.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EDevelop and maintain purchasing and inventory procedures, including stock location, receipts, issues, transfers, and security controls.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EProvide training and guidance to MYCA staff on inventory systems and purchasing processes.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l2 level1 lfo3;tab-stops%5C:list .5in;%22%3EAssist with projections and information for the biennial budget related to inventories, equipment, and contracted services.%3C/li%3E%3C/ul%3E%3Cp class=%22MsoNormal%22%3E%3Cstrong%3E%3Cu%3EGeneral Support Services %26amp; Other Duties (approx. 20%)%3C/u%3E%3C/strong%3E%3C/p%3E%3Cul style=%22margin-top%5C:0in;%22 type=%22disc%22%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l0 level1 lfo4;tab-stops%5C:list .5in;%22%3EPerform a variety of cadet and staff support functions as assigned by the Support Services Supervisor.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l0 level1 lfo4;tab-stops%5C:list .5in;%22%3ECross‑train with supervisor and serve as backup during absences.%3C/li%3E%3Cli class=%22MsoNormal%22 style=%22mso-list%5C:l0 level1 lfo4;tab-stops%5C:list .5in;%22%3ECoordinate special projects, conduct research, represent MYCA at meetings and conferences, and attend training as required.%3C/li%3E%3C/ul%3E

Required Education & Experience

• High school diploma or equivalent.
• At least two (2) years of relevant work experience in purchasing, receiving, stocking, inventory management, and facility and/or motor pool maintenance coordination.

An equivalent combination of education and experience may be considered in accordance with State of Montana classification practices, if your internal HR policy allows—insert or remove this sentence based on your HR guidance.

Required Knowledge, Skills & Abilities

Knowledge of:

• Contract administration and State purchasing and inventory management regulations and policies.
• Cost and inventory projections and quality control procedures.
• Computerized inventory and purchasing systems.

Skills in:

• Using personal computers and standard office software (word processing, spreadsheets, databases).
• Problem-solving and troubleshooting purchasing and inventory issues.
• Clear written and verbal communication, including presenting information and negotiating with vendors.

Ability to:

• Analyze and evaluate complex or conflicting inventory needs, projections, and budget requirements.
• Interpret and apply State and Federal regulations and agency policies consistently.
• Establish and maintain effective working relationships with staff, cadets, vendors, and external partners (e.g., Federal officials, university staff).
• Act as a positive role model for program participants and uphold MYCA standards.

Special Requirements

• Valid driver’s license.
• Successful completion of a fingerprint-based background check.

Physical & Work Environment

• Ability to lift, carry, transport, and set up supplies and equipment weighing up to 50 pounds.
• Work is performed in an office, warehouse, and campus environment with routine interaction with cadets, staff, vendors, and campus personnel.

Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.