FINANCIAL SPECIALIST I - PURCHASING

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within the District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Purchasing Team. This position requires a solid background of advanced purchasing skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within the District and our surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge management skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization. 

Competitive Benefits as a full-time employee of the District include:

JOB SUMMARY

Under the direction of the Procurement and Contract Specialist, this position performs routine, structured clerical and data entry support specifically for the central Purchasing department. The primary focus of this role is transaction processing, data integrity, procurement processing, and vendor document organization. 

Duties include but are not limited to: entering purchase requisitions and change orders into master procurement software,  verifying transaction codes, and executing P-Card document preparation. The position strictly uses centralized financial and purchasing software platforms and directly assists core procurement teams with routine data input and record-keeping tasks.    

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

Procurement Processing & Requisitions

•    Inputs incoming departmental purchase requests and change orders directly into the centralized procurement software system.

•    Obtains quotes as deemed necessary.

•    Ensures all required documentation is attached to purchase requisitions.

•    Conducts initial data entry checks to verify that active account strings and basic pricing are filled out correctly by departments.

•    Tracks purchase requisitions through their digital process from initial submittal up to the generation of the official purchase order.

•    Logs and flags basic discrepancies on incoming requisitions for review.

Estimate Processing & Routing

•    Receives incoming vendor estimates and quotes

•    Performs initial, high-volume data entry to review and log estimates directly into approved financial management platforms.

•    Reviews estimates for contractual compliance and accuracy.

•    Electronically routes estimates directly to departments and centralized teams for final approval and scheduling of work.

Administrative & Compliance Control

•    Maintains digital filing systems within centralized, district-provided drives to ensure clear audit trails.

•    Abides by strict district rules banning localized or unapproved database tracking software.

•    Redirects specialized vendor conflicts, complex contract inquiries, or technical procurement issues to the appropriate Procurement Agent or Procurement and Contract Specialist.

•    Completes transactional logs with strict attention to detail to uphold public procurement and auditing standards.

Additional

•    Performs other duties as assigned

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

•    Cultivates and maintains effective working relations with coworkers, central office staff, and management.

•    Provides helpful, efficient customer service to vendor representatives and district staff.

•    Models behavior aligned with the District Core Values at all times.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

•    Associates Degree; introductory coursework or certifications in business administration, supply chain, or basic bookkeeping preferred.

•    A minimum of one to two (1–2) years of experience in data entry, administrative support, accounts payable, purchasing operations, or transactional record-keeping required.

•    Prior experience operating standardized procurement and financial tracking software platforms is preferred. 

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

•    All candidates and employees must successfully pass background screening.

•    Valid Driver’s License required. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to)  

Knowledge

•    Strong foundational knowledge of standard procurement terminology, invoice layouts, purchase orders, and data entry workflows.

•    Familiarity with using modern office technology and operating within cloud-based tracking software frameworks.

Skills

•    Proficient computer capabilities, including typing accuracy, electronic mail, and entry-level spreadsheet functions (Microsoft Excel).

•    Strong arithmetic skills to calculate baseline extensions, subtotals, and verify pricing layouts accurately.

Abilities

•    Exceptional attention to detail when inputting repetitive alphanumeric tracking codes or handling bulk paperwork.

•    Ability to work comfortably in an environment with frequent routine workflows and structured timelines.

•    Well-organized with the capability to multi-task efficiently under the direct guidance of the leadership team.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine. 

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job the employee will be exposed to the following: 

•    Interior office environments, with moderate to loud noise typical for the work environment i.e., when in office setting with moderate noise of computers and printers and moderate customer traffic.  

Physical Requirements 

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the following applies: 

•    Regularly required to sit; use hands to finger, handle, or feel; and talk or hear. 

•    Occasionally required to climb or balance and stoop, kneel, crouch, or crawl.

•    The employee must occasionally lift and/or move up to 10 pounds. 

•    Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.