Procurement Specialist

Role: Procurement Specialist

Reports to: Senior Director Facilities Operations

Program: 9005- Operations 

Department: Procurement

Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018

Setting: 100% Onsite

Schedule: Monday - Friday, 8am - 4:30pm

Status: Full-time/Non-Exempt/Non-Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

SUMMARY:

The Procurement Specialist performs a variety of assignments associated with purchasing, reviewing and analyzing vendors and vendor documents, documenting cost analysis, evaluating and ensuring adherence to contracts and grants requirements and that City, state, and federal laws are being followed. The person in this position will serve as the administrator of purchasing management for the organization’s private and institutional grants and will ensure that systems are in place which provide for meeting the needs of programs and other departments. Will also ensure that purchasing practices are conducted in an ethical, responsible and coordinated manner in accordance with the organization’s policies and procedures.

Essential Duties and Responsibilities: 

• Coordinate and assess the needs of various program and administrative departments to better assist with utilization of grants
  
• Prepare purchase orders for various departments and facilities, then submit for management approval
  
• Work with the Senior Director of Facilities Operations to assist with identifying eligible use of funds for program participants
  
• Purchase and research items for the agency via credit card or check request and ensure that the goods are delivered efficiently to the proper address
  
• Maintain open lines of communication between People Leaders, staff, vendors, and contractors
  
• Develop and maintain reports for purchases that are tied to specific contracts, grants, and/ or other projects
  
• Work with Programs and Finance to ensure purchasing for clients is in alignment with budgets and contract criteria, then relay the availability of funds to People Leaders
  
• Properly code all invoices with correct expense, project, and department information on check requests to be submitted to Account Payable for processing
  
• Attend contract management meetings to discuss the needs of departments pertaining to client related expenses
  
• Perform any other duties as requested

Qualifications:

• A college degree in business administration, health, or human services. Alternatively, work experience and education that meet these requirements
• Experience working in homeless services and non-profit organizations
• 3 to 5 years of progressive experience in managing procurement and purchasing goods and services for retail or facility operations
• Experience in developing systems to organize resources and achieve successful logistical outcomes
• Ability to understand and apply funder and contractual compliance requirements
• Ability to perform mathematical and data processing tasks rapidly and accurately
• Strong administrative skills with significant attention to detail
• Understanding of financial systems and processes
• Computer skills with proficiency in Microsoft Office software (Word and Excel)
• A highly motivated self-starter, with ability to coordinate multiple projects/tasks at once
• Possess excellent verbal and written communication skills, interpersonal skills, and ability to work both individually and as part of a team
• Possess problem solving and conflict resolution skills and exercises professional judgment
• Flexible, adaptable, and capable of working in a fast paced, professional environment.
• Must maintain and execute confidential information using HIPAA standards
• Must have reliable transportation

Work Environment:

• Combination of field and office environment
• May necessitate working in busy and loud environments
• May be exposed to elements like cold, heat, dust, noise and odor
• May need to bend, stoop, twist, and sit throughout the day