Job Summary: The Purchasing Manager is responsible for agency-wide acquisition of furniture, equipment, materials, supplies, goods and services. As the primary steward of the Sheltering Arms Purchasing Policy, the Purchasing Manager shall ensure proper compliance and ethical practices for procurement and proper asset management for all property acquired by Sheltering Arms.
Conduct sourcing for goods and services in accordance with Sheltering Arms (the “Agency”) Purchasing Policy;
Analyze trends for needs across programs and departments, and recommend acquisition strategy for new needs as they arise; Research & review competitive pricing for commodities, equipment, consumables and services;
Generate, review and process requisitions from agency departments, provide guidance and feedback to program purchasers as necessary;
Conduct training to agency administrative and program staff on purchasing policy and protocols;
Review and audit all invoices pertaining to purchase orders. Ensure products were delivered and properly receipted;
Maintain consistent communication & regularity of contact with contracted vendors to ensure service and products are delivered and priced as promised;
Maintain detailed tracking inventories for agency furniture, equipment and electronics purchases for audits and proactive maintenance purposes;
Conduct site visits to review mentioned inventory and ensure staff maintains and account for all items listed;
Meet with contractors at agency sites to review repairs or small construction jobs to facilitate department Bids or Request for Proposals; develop and procure and contracts for on-demand and preventive maintenance work in coordination with maintenance and operations support units
Assist with planning and procurement of furniture and equipment for major facility upgrades or renovations;
Procure or lease all agency vehicles and assist with fleet management responsibilities, including but not limited to tracking repairs, coordinating with insurance, parking permits, GPS equipment, fuel purchase program and driver management
Manage issuance and cancellation of driver fobs, building access fobs and keys for agency property;
Volunteer and assist with all agency events such as employee gatherings and fundraisers when possible;
Attend professional events and conferences, when necessary, to review new products and technology that may advantageous to the agency;
Make emergency purchases via local runs for last minute or unexpected issues.
General Responsibilities & Expectations
Maintain a results driven and detail oriented approach, having the ability to multitask and meet deadlines under challenging work conditions;
Exhibit outstanding customer service using a professional, efficient and compassionate approach with both internal and external parties;
Develop and maintain excellent professional relationships with program and administrative staff throughout the agency, with the goal of providing an extraordinary support function of agency mission and goals;
Use web-based technology/systems to maintain detailed progress/completion notes on all work, including personnel assignments, changes and other details; familiarity with Financial Edge preferred;
As a member of the Facilities Department, maintain awareness of common physical plant hazards and necessary safety precautions taken during maintenance, repair and upgrade-oriented work;
Ensures compliance with legal, regulatory, audit, safety, and environmental issues
Ability to respond to after hours, on–call emergencies on rare occasions, as needed.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
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.