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Purchasing/Asset Assistant

Job Title:        Purchasing/Asset Assistant

Department:  Purchasing Unit, Facilities Planning & Management

Reports To:    Purchasing Manager


Job Summary:  Reporting to the Purchasing Manager directly, conduct and assist with a wide variety of Purchasing/Asset responsibilities, including but not limited to fulfillment of purchasing requests, asset collection, verification and tracking, fleet (vehicle/driver) management and building access control systems


Essential Functions

As a member of the larger Facilities Planning & Management Department, it is expected that the Purchasing/Asset Assistant exhibits excellent customer service when liaising with other members of the Facilities Planning & Management Department and staff in other Sheltering Arms’ programmatic departments. This position requires an extraordinarily high level of detail orientation & multi-tasking when conducting responsibilities outlined below. Additional responsibilities may arise to support the purchasing and/or facilities department as needed. Primary job functions fall into one of 5 primary categories. 


  • Purchasing
    • Fulfill purchase requests for food, materials, equipment and supplies for Sheltering Arms program and administrative sites; input data and request information into tracking system
    • Track and document orders from time of purchase request through fulfilment and maintain organized system for purchase and receiving documentation.


  • Asset Collection, Verification and Tracking
    • Cataloging and tracking facility assets such as furniture and equipment, etc
    • Tracking warranty on all assets (with/without)
    • Prepare audit reports of requested inventories by multiple Government Agencies
    • Site visits periodically for asset audits and condition reports


  • Fleet Management
    • Routine spot-checks & physical status checks of fleet.
    • Order, track & return DOT Placards, E-ZPass and Wex Gas Cards.
    • Track Insurance & Registration validity and keep updated.
    • Ensure NYS Emissions Inspections are completed within time allowed.
    • Coordinate vehicle plate issue and returns.
    • New vehicle assignments and swaps. Track lease terms & prepare new lease assignments & swaps.
    • Track Collision and accidents for the entire fleet. Log into facility software, report to insurance & all Sheltering Arms’ departments as required. Assist with & schedule after accident repairs while working with adjuster.
    • Monitor Repairs and Maintenance done to the entire fleet. Work with a repair shop to ensure all repairs are pre-approved.


  • Driver Management
    • Initiation - HR process and Direct to Fleet
    • Monitoring - Daily checks of DMV LENS system to flag any drivers who no longer have a Valid license; help track Driver Training compliance and produce reports for those staff who have not met requirements
    • Drops - Removing terminated staff from LENS, Orion, Wex database to ensure our Authorized Driver lists remain current and we aren't tracking license events for staff no longer with us
    • Quarterly Meetings with Program/Site Directors to review Driver List, Driving Fobs reconciliation, Training Compliance
  • Building Access Control Systems
    • Issue, monitor and track key fob/card issuance for residential, office and early childhood sites; ensure terminated staff credentials are updated upon separation with Sheltering Arms



  • High School graduate with at least two years of Office, Purchasing, Asset Management or similar experience
  • Ability to conduct field visits, travel to and from Sheltering Arms program sites in outer-boroughs on a routine basis
  • Basic understanding of facilities management and some asset management or inventory experience
  • High level, attention to detail and multitasking;
  • Organization in approach to work (such as work space, field reports) and ability to maintain/process field data collected in a concise, regimented manner;
  • Ability to be a team player, flexibility under demanding circumstances and maintain consistency in quality of work;
  • Vision is required to read printed materials, computer screen and distinguish between colors; operate keyboard driven equipment and computer.
  • Ability to drive a motor vehicle and maintain a valid driver's license is required; must be available to work scheduled off-hours and emergency overtime, as required; and must be able to work in all weather conditions.
  • Ensures compliance with legal, regulatory, audit, safety, and environmental issues



It is the policy of Sheltering Arms Children and Family Service that the Agency wholly complies with the equal treatment of all employees and applicants for employment without unlawful discrimination as to an individual’s perceived or actual race, creed, color, national origin, alienate, citizenship status, gender, gender identity, age, disability, marital status, partnership status, sexual orientation, ethnicity, religion, or veteran status in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, layoff and termination and all other terms and conditions of employment.


Physical Requirements: Must have the ability to complete all standard administrative and support tasks including but not limited to climbing up and down stairs, operation of computers/phones/fax/printer/copy machine, and the ability to lift boxes, furniture, and equipment up to 30lbs. Must be able to travel from the various locations and sites of Sheltering Arms.

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