Procurement Specialist - Arlington Administration

The People Concern•Los Angeles, CA

4d•Onsite

About The Position

The Procurement Specialist is responsible for overseeing a variety of purchasing and procurement-related functions that support the operational and compliance requirements of the organization. This role includes sourcing and purchasing goods and services, reviewing and analyzing vendor invoices and documentation, conducting cost analyses, and ensuring that all procurement activities comply with applicable contracts, grant requirements, and city, state, and federal regulations. The ideal candidate will demonstrate strong attention to detail, resourcefulness, and problem-solving abilities. This position serves as the administrator of purchasing management for the organization’s private and institutional grants, ensuring that effective systems are in place to meet the procurement needs of programs and departments. Additionally, the Procurement Specialist ensures that all purchasing practices are carried out in an ethical, responsible, and coordinated manner, in alignment with the organization’s established policies and procedures.

Requirements

High School Diploma or GED or Equivalent
Must have valid CA driver’s license and reliable transportation
Experience working in homeless services and non-profit organizations
Experience in developing systems to organize resources and achieve successful logistical outcomes
Strong administrative skills with significant attention to detail
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

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Review and prepare purchase orders and invoices for various departments and facilities, then submit for management approval and purchasing
Work with the Procurement Manager to organize and distribute soft furnishings to sites
Research and purchase 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
Cross-reference purchases with deliverables, then label and organize accordingly
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 on check requests to be submitted to Accounts Payable for processing
Remit vendor payment as needed, including but not limited to by phone, mail, or in person
Assist with the research and negotiations of staff parking, then process to allocate and distribute the passes as needed
Understand all contract criteria and limitations on allowable client related expenses and work with program staff to stay within required parameters; assist programs with identifying eligible use of funds for program participants
Develop and maintain reports of purchases that tie to specific contracts, grants, and/ or other projects and work with Finance to reconcile utilization of funds
Review and approve client related purchase requests from programs and ensure procurement documentation is properly maintained
Perform any other duties as requested