Purchasing Agent

Santa Fe Animal Shelter Inc•Santa Fe, NM

102d

About The Position

The Purchasing Agent is responsible for processing purchase requests, preparing and issuing purchase orders, monitoring deliveries, and communicating with vendors. This role ensures compliance with purchasing policies, maintains accurate records, and supports budget preparation and audits. The agent will also handle cash and check deposits and ensure adherence to all SFAS policies and internal controls.

Requirements

High school diploma or GED required.
Demonstrated ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.
Strong attention to detail with a high degree of accuracy in documentation and recordkeeping.
Proactive problem-solving skills with a strong understanding of compliance and internal controls.
Excellent written and verbal communication skills; ability to interact professionally with internal and external stakeholders.
Proficiency in Microsoft Excel and general office technology.
Professional, approachable demeanor with the ability to handle confidential information appropriately.
Must pass background check and drug test.

Responsibilities

Process purchase requests from department managers and authorized staff in accordance with SFAS purchasing policies and approval limits.
Prepare, issue, and maintain purchase orders (POs) prior to ordering goods or services, ensuring proper authorization and supporting documentation.
Place orders, monitor delivery status, and verify receipt of goods and services against approved purchase orders.
Communicate with vendors to obtain competitive pricing and resolve issues related to backorders, shortages, damaged goods, or billing discrepancies.
Ensure all purchase orders are properly matched to vendor invoices and receiving documentation, accurately coded, and submitted to Accounts Payable in a timely manner.
Maintain clear segregation of duties by not approving invoices for payment or processing payments.
Obtain, document, and retain competitive quotes for significant purchases, including medical equipment and specialized supplies, in accordance with internal control guidelines.
Coordinate with department managers regarding equipment repairs and service engagements, ensuring required approvals and documentation are obtained in advance.
Meet with key vendors at least annually to review pricing, contracts, service levels, and proposed increases; document outcomes for budgeting and audit purposes.
Maintain organized, complete, and accessible purchasing records (including POs, quotes, contracts, invoices, and vendor correspondence) in compliance with record-retention requirements.
Assist in budget preparation by providing purchasing data, documentation, and assumptions as requested.
Support internal and external audits by promptly providing purchasing documentation, reconciliations, and explanations.
Deposit all cash and checks within two business days of receipt, in accordance with SFAS cash-handling policies.
Ensure compliance with all SFAS policies, procedures, and internal controls related to purchasing, expense management, and financial reporting.
Perform other related duties as assigned by the Senior Director of Finance.