DPW Purchasing Support Specialist

JOB SUMMARY

The Department of Public Works (DPW) Purchasing Support Specialist plays a critical role in supporting the procurement process by assisting buyers, data agents, and the receiving and delivery team. This position helps balance workloads across the department by handling administrative tasks, processing purchase orders, tracking shipments, and maintaining accurate records. This role requires the ability to execute hands-on tasks and also proficiency in using existing online systems, file-sharing platforms, and digital tools to maintain accuracy. The specialist ensures smooth operations by coordinating with vendors, and Burning Man Departments, resolving discrepancies, and providing general support to the purchasing team. 

 This temporary, ineligible for benefits role is: 

• From June - August:  Full-Time,  Non-Exempt, based remotely, in Gerlach, NV and Black Rock City, Nevada.

The deadline to apply for this role is 5:00 pm Pacific on April 11, 2025

DUTIES & ESSENTIAL JOB FUNCTIONS

Daily Operations (80%)

• Work with the Purchasing Team to receive, check, and distribute a high volume of goods and materials.
• Review incoming shipment contents and paperwork to compare for discrepancies, missing or incorrect items, and scan into the appropriate software platform.
• Organize items from the shipments for short-term storage or delivery to the requestor.
• Help load/unload delivery trucks and responsibly transport deliveries to assigned locations in a timely manner.
• Coordinate with all Burning Man Department leads to confirm accurate delivery time and placement of their orders, obtaining delivery confirmations from recipients. 
• Perform vehicle safety inspections at the beginning and end of every shift, ensuring that the vehicle is in good working order, and perform daily maintenance as outlined by DPW Management. 
• Maintain safety standards and situational awareness while operating and loading/unloading the delivery truck.
• Keep an open line of communication with the DPW Receiving Coordinator throughout the day, promptly notifying of any issues while in the field. 
• Help to maintain order in the Receiving Office and work areas addressing cardboard boxes, packing materials, and available pallets as needs fluctuate and occasionally packing up material to be returned.
• Follow proper procedure to ensure that paperwork is complete for each delivery and entered into the appropriate software platform (Procurify, MaintainX, Google Drive, etc.).
• Work with the Purchasing Team to procure a high volume of goods requested in Procurify by item-specified dates.
• Determine product specifications, often with limited information, working with the requester to find an appropriate substitution when necessary. 
• Assist with maintenance and updating Vendor data.
• Assist the Purchasing Manager and Data agent in processing all billing documents, credit card transactions, and reconciliation work. 
• Maintain thorough record keeping and notes via Procurify, Asana, MaintainX, and Google Drive, including sharing documents, receipts, invoices, and quotes. 
• Schedule delivery of larger freight items in collaboration with the original requester. 
• Complete documentation in accordance with operational standards, deadlines, and maintain continuity in what and how work is done. Reports must meet standards outlined and shared by the Purchasing Department and DPW Management.
• Maintain an amicable, professional demeanor while guiding requesters in completing their orders, in understanding how to navigate Procurify and submit proper information, and in creating reasonable expectations around timelines.

Documentation Support (10%)

• Assist the Purchasing Data Agent with preparing returns, exchanges, or re-orders as requested. 
• Ensure all work, reports, and documentation is completed in accordance with standards and deadlines as outlined by DPW Management to maintain continuity in what and how work is done and to co-create a smooth event experience for all.
• Maintain an amicable, professional demeanor while guiding requesters in completing their orders, in understanding how to navigate Procurify and submit proper information, and in creating reasonable expectations around timelines.
• Provide a written, year-end summary of processes, including any recommendations for improvements. 

Other Functions and Responsibilities (10%)

• Attend DPW and Purchasing Department morning meetings. 
• Participate in ongoing Purchasing Department training.
• Work with the Purchasing Team to plan and execute LNT and Waste stream plans for the Purchasing department.
• Ability to adjust and implement health and safety protocols as directed.
• Be familiar with, understand and act in accordance with Burning Man’s staff policies, protocols and behavioral standards.
• Perform other duties as assigned.

LEARNING AND TEACHING

• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

 Required

• Strives to maintain an uplifting, energizing attitude that empowers the team; clear, service-oriented and respectful communication, verbally and written; Able to evaluate, tailor style and patiently respond to needs for support.
• A mind for pattern recognition, anticipating workflow pain points, ability to identify priorities; highly organized and internally motivated with the ability to remain flexible in schedule.
• Proficient at navigating digital and online technology; expert in handling data entry with attention to accuracy; able to learn, teach and effectively update existing online applications, tools, systems, spreadsheets, and documents. 
• Working knowledge of Google products (Gmail, Docs, Sheets, Drive), Microsoft Word and Excel.
• Ability to differentiate between similar items when the details are not immediately apparent. 
• Capable of regularly moving and stacking materials with the physical ability to easily and safely lift 50lbs.
• Ability to work under stress and keep a cool head and amicable attitude; capable of navigating the ebbs and flows of a shifting workload, pivoting easily to address a variety of tasks throughout the day; ability to handle dynamic situations and proactively engage in clarifying conversations.
• Operates with a high level of behavioral integrity, confidentiality, and discretion of sensitive information; maintains tidiness in work ethics and the work environment.
• Expert ability to drive safely on dirt roads, navigate Black Rock City streets that are congested with pedestrians, bicycles, and mutant vehicles, and maintain a strong situational awareness in a variety of settings.
• Able to integrate feedback into action, remain calm and focused under pressure or emergency situations, and maintain a professional demeanor.
• Capable of working in an extreme environment, including drastic temperature changes, high winds, poor air quality and low to no visibility at times.
• Ability to temporarily relocate for work at the Burning Man event held in Gerlach, Nevada.
• Familiarity with event-based production work.

Preferred 

• Experience as a DPW Crew member.
• It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.
• Experience with two-way radio communication with the ability to maintain professionalism on air.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS

• Valid driver’s license and a good driving record

COMPENSATION

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated rate for this position:

• From June - August is $15.75 - $18.25 per hour.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa:  Work is primarily sedentary in nature, no special demands are required.
• On-playa:  This position requires periods of heavy lifting, bending, kneeling, squatting, and climbing. This position will be physically demanding, and requires individuals with good physical health, and endurance. Work will include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Much of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.