Procurement Specialist

Role: Procurement Specialist

Reports to: Facilities Operations Administrative Manager

Program: 9005-Operations/Facilities

Department: Procurement

Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018

Setting: 100% Onsite

Schedule: Monday - Friday, 8am - 4:30pm

Status: Full-time/Non-Exempt/Non-Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

Job Description Summary:

The Procurement Specialist is responsible for overseeing a variety of purchasing and procurement-related functions that support the operational and compliance requirements of the organization. This role includes sourcing and purchasing goods and services, reviewing, and analyzing vendor proposals and documentation, conducting cost analyses, and ensuring that all procurement activities comply with applicable contracts, grant requirements, and city, state, and federal regulations. Additionally, the Procurement Specialist ensures that all purchasing practices are carried out in an ethical, responsible, and coordinated manner, in alignment with the organization's established policies and procedures.

Job Description Essential Duties and Responsibilities:

• Coordinate and assess the needs of programs and departments to better assist with utilization of grants/contract funds.
  
• Analyze purchase orders, submit for management approval, and to the Finance Department for processing.
  
• Work with the Lead Procurement Specialist to assist with identifying eligible use of funds for program participants.
  
• Research and purchase items for the agency via credit card or check request and ensure the goods are delivered efficiently to the proper address.
  
• Maintain open lines of communication between People Leaders, staff, vendors, and contractors.
  
• Cross-reference purchases with deliverables, label and organize accordingly.
  
• Work with Programs and Finance to ensure purchasing for clients is in alignment with budgets and contract criteria, relay the availability of funds to People Leaders and staff.
  
• Properly code all invoices on check requests to be submitted to Accounts Payable for processing
  
• Attend contract management meetings to discuss the needs of departments pertaining to client-related expenses.
  
• Remit vendor payments as needed, by phone, mail, or in person.
  
• Assist with staff parking research, negotiations, and distribution of passes.
  
• Work with Lead Procurement Specialist in securing client transportation, such as bus passes, Uber accounts etc.
  
• Demonstrate strong attention to detail, resourcefulness, and problem-solving abilities.
  
• Perform other duties as requested.

Job Description Qualifications:

• High School Diploma or GED or Equivalent
• 3 to 5 years' experience in managing procurement and purchasing goods and services for retail or facility operations.
  
• Must have reliable transportation and valid CA driver's license-No CDL required.
  
• Experience in developing systems to organize resources and achieve successful logistical outcomes.
  
• Ability to understand and apply funder and contractual compliance requirements.
  
• Strong administrative skills with significant attention to detail.
  
• Computer skills with proficiency in Microsoft Office software (Word and Excel)
  
• An initiative taker with ability to coordinate multiple projects/tasks at once.
  
• Strong verbal and written communication skills, people skills, and ability to work both individually and as part of a team.
  
• Possess problem solving and conflict resolution skills and exercises professional judgment.
  
• Flexible, adaptable, and capable of working in a fast paced, professional environment.
  
• Must maintain and execute confidential information using HIPAA standards.

Job Description Preferred Qualifications:

• Bachelor's degree preferred.

Job Description Work Environment:

• Combination of field and office environment
• Regularly required to sit, stand, bend; occasionally lift or carry up to 35 lbs.
• On occasion walk or drive to different local sites
• Will need to work in busy and loud environments.
• Will be exposed to elements like cold, heat, dust, noise, and odor.
• May need to bend, stoop, twist, and sit throughout the day.