Purchasing Specialist - Agency Admin

Family Residences and Essential Enterprises, Inc.•Old Bethpage, NY

1d•Onsite

About The Position

Under the direction of the Chief Financial Officer, the Purchasing Specialist supports various departments by coordinating the purchase of supplies and services. This role is responsible for reviewing requisitions for accuracy, quality, cost efficiency, and vendor compliance; executing purchase orders; and ensuring timely fulfillment. The Purchasing Specialist provides exceptional customer service, collaborates with vendors to source products and services, and demonstrates initiative, problem-solving skills, and flexibility in meeting departmental needs. The position requires strong multitasking, prioritization, teamwork, and attention to detail to maintain accurate purchasing records and ensure the integrity of data within the purchasing system.

Requirements

High School Diploma or equivalent required; college degree preferred
Minimum of one (1) year of experience of administrative or office support required.
Minimum of one (1) year of experience with procurement, purchasing, and/or product sourcing required.
Has a results-focused, customer service–oriented approach
Ability to identify challenges and develop creative, effective solutions
Strong organizational and problem-solving skills
Ability to manage competing priorities while maintaining accuracy and professionalism
Knowledge of UBW preferred; experience with purchasing and accounting software required
Knowledge of Microsoft Office applications
Demonstrated ability to work effectively in a team-oriented environment
Ability to remain flexible, communicate proactively, keep stakeholders informed, and anticipate operational needs
Works in a collaborative, professional manner with all divisions and affiliates to provide necessary support and customer service.
Ability to work in a fast paced environment
Employee is required to sit, walk and stand for prolonged period of time (at least 8 hours).
Employee is required to effectively communicate both verbally and in writing.
Employee is required to operate standard office equipment such as computers, phones, photocopiers, fax and filing cabinets.
Employee is required to reach with hands and arms.
Employee is required to bend, stoop, kneel, crouch or stand on a stool as needed.
Employee is required to be able to lift 15 pounds at a time.

Nice To Haves

Experience working with individuals with disabilities, individuals with mental health diagnoses, and/or in a nonprofit human services agency preferred.

Responsibilities

Reviews purchase requisitions to ensure accuracy, completeness, cost efficiency, and appropriate vendor selection.
Obtains and maintains working knowledge of products and review historical purchasing data as needed prior to approval.
Approves and monitors requisitions, ensuring accuracy, compliance, required documentation, and timely workflow completion.
Gathers and analyzes information to identify solutions, resolve discrepancies, and address issues using sound judgment.
Creates, processes, communicates, and distributes purchase orders in accordance with established procedures to ensure timely delivery of goods and services.
Locates and responds to inquiries regarding purchase orders from internal staff and external vendors.
Updates purchase orders to reflect changes in product specifications, pricing, or quantities as required.
Establishes and maintains vendor records, ensuring required documentation and approvals are obtained and retained.
Maintains accurate and up-to-date product records, supplier codes compatibility and pricing.
Ensures purchasing data integrity across products, vendors, and accounts.
Validates credit card transactions, reconciles Amazon and other purchase orders, and resolves invoice discrepancies to ensure accurate processing.
Sources furniture that meets medical and behavioral requirements and maximizes functional needs.
Sources and prices adjustments for FREE POD inventory and maintains order catalogs.
Logs and coordinates furniture deliveries between vendor receiving location and maintenance.
Maintains safe combination logs and submits service requests as required
Assists with the opening of new locations such as apartments, residential, and other programs as needed.
Triages appliance repair requests and dispatches service calls to appropriate vendors.
Maintains logs for appliance and maintenance activity.
Performs purchasing and requisition review activities in accordance with organizational policies and procedures.
Supports training other employees on purchasing processes and trouble shoots issues as needed.
Ensures that all required documentation (paper and electronic) is completed /processed appropriately, in a timely manner, and meets quality and compliance thresholds.
Performs other duties as assigned.