HQ PURCHASING TECHNICAL SPECIALIST - 03172026-75940

Job Information

LOCATION OF (2) POSITION(S) TO BE FILLED: DEPARTMENT OF TRANSPORTATION, DAVIDSON COUNTY

These positions are in the Procurement Division - HQ Procurement Section.

For more information, visit the link below:
https://www.tdot.tn.gov/PublicDocuments/HR/Procurement-Division-Strategic-Services-Section-HQ-Purchasing-Technical-Specialist-V01-Final.pdf

These positions are designed as hybrid roles with 3 days in office and 2 days remote.

Qualifications

Education and Experience:

TDOT Technical Specialist I

Bachelor's Degree in a related field of study as may be outlined in the position description

TDOT Technical Specialist II

Bachelor's Degree and 1 year of demonstrated competency in a related field as may be outlined in the position description

TDOT Technical Specialist III

Bachelor's Degree and 2 years of demonstrated competency in a related field as may be outlined in the position description

The Tennessee Department of Transportation reserves the sole right in determining the level of position based on the applicant's work experience, education, skill level, and all other appropriate factors, including business needs. Within 6 months of hire, employees must demonstrate successful mastery of corresponding work competencies and skill blocks of the Technical Specialist Competency Program for the level of worker for which they were hired. If skills and competencies are not met during that period, the employee can be demoted to the level of worker for which he/she is qualified.

Necessary Special Qualifications for TDOT Technical Specialist I, II, III

Some positions in these classifications may have additional requirements such as:

• Professional licenses and/or certifications
• Possess and maintain a Class D driver's license valid for use in operating vehicles in the State of Tennessee

Any necessary special qualifications will be denoted in the position description.

Knowledge, Skills, Abilities, and Competencies

The required KSACs for TDOT Technical Specialist I, II and III include:

• Knowledge of transportation engineering principles
• Knowledge of transportation finance principles
• Knowledge of contract development principles and applications
• Knowledge of technical report writing
• Ability to communicate effectively, while interacting with internal and external stakeholders in a professional and courteous manner
• Ability to manage time to ensure assignments are completed
• Ability to use critical thinking to problem solve and make informed decisions
• Ability to learn technical concepts and apply those concepts to the position responsibilities
• Ability to follow verbal and written instructions
• Ability to conduct work with precision and a high degree of accuracy
• Ability to read and interpret project plans

Additional KSACs for TDOT Technical Specialist II and III include:

• Skilled in the application of engineering principles
• Skilled in the application of transportation finance principles
• Skilled in the application of state and federal regulations to transportation projects
• Skilled in technical report writing
• Skilled in the development of contract principles and applications
• Ability to work in project teams
• Ability to maintain effective work relationships with individuals and groups, both internal and external
• Ability to manage time and prioritize work items to ensure project assignments are completed

Additional KSACs for the TDOT Technical Specialist III include:

• Ability to resolve conflicts, coach, and mentor others, and support a culture of accountability, collaboration, and accomplishment
• Ability to analyze a process and offer actionable feedback for use in improving the effectiveness, quality, and efficiency of the existing process

Conditions of Employment

• Incorporating overtime, weekends, and night shifts into their schedules as work schedules dictate
• Extended durations outdoors in extreme weather conditions
• Working in and around construction and vehicular traffic
• Walking on uneven terrain
• Climbing ladders and construction scaffolding
• Carrying equipment and samples in excess of 25 pounds
• Driving long distances as required to perform daily duties
• Performing work in which personal protective equipment will be required to be worn
• Sitting for extended periods while driving or working on computers
• Standing for extended periods while working outdoors or in a laboratory setting

Overview

The HQ Purchasing Technical Specialist will support the Procurement and Contracts Division (PCD) by assisting in the execution of purchasing activities that align with TDOT's operational needs and performance goals. This position collaborates with internal stakeholders, including TDOT Divisions, and Project Teams, as well as external partners, to ensure the timely and compliant processing of purchasing requests under the authority of the State Central Procurement Office (CPO) and other procurement activities as requested by TDOT Leadership. This position reports to the HQ Purchasing Team Lead within the Strategic Services Section.

This position assists with translating purchasing needs and documentation into actionable requisitions, purchase orders, amendments, and related deliverables that support the efficient delivery of the Department's Work Program. The HQ Purchasing Technical Specialist has a working knowledge of procurement processes, purchasing documentation, and purchasing lifecycle management, and applies this knowledge to support planning, execution, and monitoring of purchasing activities.

The HQ Purchasing Technical Specialist ensures compliance with the Procurement and Contracts Division's Quality Assurance Program by maintaining consistent, accurate, and audit-ready documentation. This position contributes to team effectiveness by clearly articulating purchasing data and technical concepts, collaborating with peers, and actively participating in training and mentoring opportunities as part of a matrix organization.

Responsibilities

Implement TDOT's purchasing documentation standards, records retention schedules in alignment with records disposition authorizations (RDA), and file organization requirements. Ensure compliance with state procurement policy, PCD Standard Operating Procedures (SOPs), and established documentation practices.

Assist in the preparation and coordination of purchasing documentation by formatting requisitions, verifying accuracy, compiling required attachments, and ensuring timely routing. Monitor the HQ Purchasing team inbox to identify new requests, provide responses, and route communications appropriately. Track purchasing lifecycle milestones, including initiation, processing, amendments, and closeout dates, to support timely and compliant purchasing actions.

Remain current on emerging trends, industry best practices, procurement systems, and applicable state purchasing regulations. Support purchasing lifecycle activities, including the drafting of requisitions, amendments, renewals, and modifications. Track key dates, maintain supporting documentation.

Coordinate the routing of purchasing documents through internal approval workflows. Ensure that documentation is properly labeled, versioned, and submitted in accordance with SOPs and procurement policy. Assist with reviews and quality assurance activities by helping validate completeness and accuracy. Utilize procurement systems and document management tools to monitor requisition status, support tracking of key deliverables, and maintain organized, audit-ready files. Assist with file audits and updates to templates, stakeholder resources, and checklists as directed.

Provide exceptional customer service to both internal and external stakeholders by serving as a point of contact for routine purchasing-related questions. Facilitate the organization, accessibility, and accuracy of purchasing documentation and tools. Deliver clear, courteous, and timely responses, practice active listening, and escalate complex issues when appropriate. Support collaborative resolution of documentation and process challenges through professional and effective communication.

Additional Job duties for the Technical Specialist II and III include:

Support purchasing actions by preparing requisitions, amendments, renewals, and modifications with limited oversight. Track purchasing milestones and maintain accurate documentation to ensure audit readiness and policy compliance. Coordinate the routing of purchasing documents through internal workflows, assist in quality assurance reviews, and contribute to updates of purchasing templates, checklists, workflows, and file audits, as requested. Assist the Senior Technical Specialist and HQ Purchasing Team Lead with documentation required for approvals and related submissions.

Serve as a point of contact for more complex routine purchasing-related inquiries and provide exceptional customer service to internal and external stakeholders. Facilitate the organization, accessibility, and clarity of purchasing documentation and tools. Deliver timely, courteous, and accurate responses, practice active listening, and escalate complex issues as needed to support collaborative resolution of process and documentation challenges.

Maintain timely collection and accurate logging of vendor attestations and certificates of insurance for all active purchasing files, ensuring compliance with required submission intervals.

Assist with emergency purchasing actions by preparing required documentation, routing approvals, and ensuring compliance with procurement policies and established SOPs. Support timely communication with stakeholders to facilitate rapid response while maintaining audit-ready records.

Additional Job Duties for the Technical Specialist III include:

Independently assess the preparation and coordination of assigned purchasing actions, ensuring accuracy, timeliness, and compliance. Collaborate directly with internal stakeholders to resolve issues, navigate routing workflows, and support the successful execution of purchasing activities, including high-value or complex transactions.

Independently coordinate emergency purchasing actions by collaborating directly with internal stakeholders and oversight agencies to expedite approvals while ensuring compliance with procurement policies, SOPs, and state requirements. Maintain complete and accurate documentation to support transparency, accountability, and audit readiness in urgent purchasing scenarios.

Conduct detailed reviews of purchasing documentation to verify alignment with procurement regulations,

Department policies, and audit requirements. Recommend process improvements based on observed gaps or inconsistencies. Contribute to the development and refinement of purchasing templates, checklists, and SOPs in coordination with the Team Lead or by providing guidance to Technical Specialists.

Serve as a resource for interpreting procurement policy, troubleshooting purchasing process issues, and resolving documentation errors. Support communication with oversight agencies such as the CPO and Comptroller of the Treasury (COT). Mentor peers by sharing expertise, assisting with internal training, and contributing to team development and knowledge sharing.