PURCHASING ADMINISTRATOR

CATHOLIC CHARITIES FAMILY AND COMMUNITY SERVICES•City of Rochester, NY

5d•$63,000 - $66,000•Onsite

About The Position

Under general supervision, the Purchasing Administrator is to provide support with all facets of the Purchasing Department. The position should proactively identify opportunities to improve purchasing procedures, document them, and look for ways to save the agency money. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment. The Purchasing Administrator shall participate in relevant Agency meetings and/or trainings and actively pursue development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at meetings and workshops. Awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan. Including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diverse is vital.

Requirements

Bachelor’s Degree in Business Administration or related field, or equivalent combination of education and experience.
5 years Purchasing or relevant field
Employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform light lifting.
Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.
Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing and documentation standards.
All duties must be performed in accordance with CCFCS’s corporate compliance & ethics program.
Any offer of employment will be contingent upon successful completion of a background check.

Nice To Haves

CPM / CPSM Preferred

Responsibilities

Assist in processing purchase requests by Agency staff
Collaborate with Facilities in obtaining quotes for projects, preventative maintenance, etc.
Submit quotes and proposals to vendors
Create and maintain Independent Contractor Agreements for all services vendors
Assess leasing opportunities for agency’s 38 vehicles
Update and maintain CCCFS Vehicle List
Provide administrative support for 175 Verizon cellular devices including assignment of new phones, upgrades, etc., and run monthly usage reports
Assist in multiple postage meter cost center allocation and understanding of the units
Facilitate Iron Mountain and Shred-It requests and reconcile allocations
Run quarterly Financial Edge Purchase History reports and monthly PCard purchasing reports by vendor to analyze patterns with Director of Purchasing
Manage all aspects of supplier set-up and vetting including Exclusion Screening and CCFCS’s 12-point new vendor checklist
Maintain purchasing information, files, and records for the purpose of ensuring compliance with a wide variety of purchasing policies/procedures and/or monitoring purchasing processes
Upon creation of new vendor or activating a vendor, conduct Medicaid Exclusion Screening
Validate EIN numbers and obtain W9 forms as needed
Actively review expiring forms as well as validate appropriate levels of insurance
Keep Valenz Exclusion Screening database current
Resolve vendor invoice discrepancies with Accounts Payable
Assist in allocation spreadsheets for various vendors and products or services
Provide monthly or quarterly Minority Women-Owned Business Enterprise (MWBE) reports to program analysts / specialists and review NYS Registry
Develop and maintain central file for all vendor contracts, including maintaining expiration dates and updating for any changes
Review Independent Contractor files for all required documents
Gather current contract pricing and that of GPO’s and NYS OGS Contract pricing for review and analysis
Keep food vendor contracts current, promoting the use of Pandion GPO
Maintain Foodlink contact list updated for Agency’s 20 sites
Process BJ’s, Wegmans and Costco memberships and renewals while updating membership spreadsheet
Assist in reviewing reports for potential cost-savings