Purchasing Inventory Manager

Inspire•Sunnyside, WA

About The Position

Position Purpose Position is responsible for making sure all IDC purchases are in compliance with approved policies and grant/contractual regulations; works with Project Directors to ensure completion and integrity in all equipment and supply purchases and Request for Proposals (RFPs) for IDC are complete and timely; responsible for all leasehold, land, building and fixed assets and tax filings are current; responsible for all IDC inventory to include audits, additions and deletions of inventory. Distinguishing Characteristics Inspire Development Centers provides early Childhood Education (ECE) and social services to approximately 3,000 children in a center-based and home-based setting, at more than 25 Child Development Centers (CDC) throughout the State of Washington. At these sites, Inspire employs approximately 900 staff on a $60 million annual budget. Inspire provides these services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Regional Early Head Start (REHS), Migrant Seasonal Head Start (MSHS), and the State of Washington’s Early Childhood Education and Assistance Program (ECEAP). The organization is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish. Over the past 40 years, Inspire has strategically and incrementally increased its capacity to address the rapidly changing needs of its families and communities. Supervisory and Other Relationships The Purchasing/Inventory Manager reports to the Chief Financial Officer. Position supervises Purchasing/Inventory Agents and works closely with other IDC Personnel, external vendors, and the general public. Examples of Essential Duties and Accountabilities The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistently with the general scope of the position.

Requirements

AA in Accounting, Business Administration, Supply Chain Management, or other relevant field, and three (3) to five (5) years experience
Extensive knowledge and understanding of Procurement theories and practices
Experience working in a federally funded and regulated environment
Experience in policy and procedure development
Experience in strategic planning and facilitating planning groups
Excellent communication and interpersonal skills
Excellent problem-solving and decision-making skills
Experience in risk management
Understanding of the interrelationships between services and systems
Ability to learn new tasks quickly and efficiently
Ability to handle multiple tasks simultaneously and meet deadlines
Ability to gather and analyze data for reports via multiple modes
Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority
Strong customer service focus
Ability to work with culturally diverse population
Proficiency with personal computer, including Microsoft Office
Accurate data management, documentation, and recordkeeping skills
Valid Washington State driver’s license
Proof of automobile insurance
Ability to travel to perform job duties and responsibilities
Must pass initial and periodic criminal and background check
Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment)
Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership)
Subject to initial and periodic TB screen
MMR immunization record or proof of immunity
Subject to drug and/or alcohol testing per IDC Drug and Alcohol policy
Must complete any/all required training related to the position
Must sign a Confidentiality Agreement
Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.

Nice To Haves

BA in Accounting, Business Administration, Supply Chain Management, or other relevant fields.
Procurement certifications such as CPSM, CSCP, CPP.
Previous Head Start experience.
Previous non-profit experience.
Bookkeeping or Accounting experience.
Knowledge of double entry fund accounting.
Ability to interpret financial data.
Supervisory/leadership skills.
English/Spanish bi-lingual fluency.

Responsibilities

Responsible to ensure that IDC purchases are in compliance with approved policies and procedures and applicable grant/contract regulations. Reviews requisitions and maintains an encumbrance purchase order system to ensure appropriate general ledger coding and cost allocation in accordance with IDC and federal agencies' rules and regulations. Ensuring “Free and Open Competition”, cost reasonableness, allowability, and necessity of all purchases.
Plan, prepare, and administer formal bid solicitations, including Invitations for Bids (IFBs), Requests for Proposals (RFPs), and Requests for Qualifications (RFQs). Develop clear and accurate bid specifications in coordination with internal departments. Receive, open, and evaluate bids and proposals in accordance with applicable laws and policies. Analyze pricing, qualifications, and compliance to recommend award decisions. Prepare bid tabulations, evaluation summaries, and award documentation. Ensure procurement activities comply with local, state, and federal regulations. Negotiate contract terms within delegated authority. Responsible for the maintenance and integrity of the fixed asset and inventory account group, maintaining leasehold, land, building and project files, and supporting documentation. Ensure asset ID tagging and general ledger recording, as necessary. Prepare, file, and maintain the Department of Revenue Property Tax Exception application and renewals. Monitor filing deadlines, renewal requirements, and jurisdictional rules to ensure continued eligibility.
Conduct training on purchasing/inventory practices, pursuant to the approved policies & procedures. Responsible for the supervision and evaluation of assigned staff, recommending revisions in staff assignments when necessary.
Maintain inventory management and tracking systems. Ensure accurate equipment records. Coordinate equipment inventory audits, and reconciliations. Ensure compliance with company policies, financial controls, and regulatory requirements.
Manage and maintain all company commercial insurance policies (e.g., general liability, property, workers’ compensation, auto, professional liability, cyber). Serve as the primary liaison with insurance brokers and carriers. Review policies to ensure adequate coverage, limits, and compliance with business needs and contracts. Coordinate policy renewals, including gathering exposure data and negotiating terms and premiums. Monitor and track certificates of insurance (COIs) for vendors, subcontractors, and partners. Ensure compliance with contractual insurance requirements and regulatory standards. Handle claims administration, including reporting claims, coordinating documentation, and following through resolution. Analyze loss runs and claims trends to identify risk reduction opportunities.
Maintain relationships with vendors, suppliers, and service providers to ensure contract compliance and performance standards. Serve as a liaison between program staff, finance, legal counsel, and external vendors. Resolve procurement disputes, contract issues, and performance concerns. Identify opportunities for cost savings, process improvements, and risk reduction.
Collaborate with finance and program teams to align procurement activities with budgets and grant timelines. Support grant applications, budget development, and funding modifications related to procurement. Track expenditures and commitments to prevent overspending or unallowable costs.
Develop, implement, and update procurement policies and procedures. Train staff on procurement compliance, ethical standards, and grant requirements. Recommend process improvements to increase efficiency, transparency, and risk mitigation.
Maintains confidentiality of program and client related information at all times.
Shows interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
Perform all other duties as assigned.