Purchasing And Procurement Assistant

RISE is a nonprofit organization that was established in 1980 as Aid To The Developmentally Disabled (ADD) by family members who were concerned about the physical and emotional decline of patients compelled to live in crowded institutions.

These family members believed that appropriate treatment and training in a warm, sheltered, homelike environment would enhance their physical and emotional growth. With the support, funding and licensing of New York State’s Office of People With Developmental Disabilities (OPWDD) and the Office of Mental Health (OMH), ADD came to life.

We are Currently seeking a Purchasing and Procurement Specialist

GENERAL STATEMENT OF DUTIES: The Purchasing & Procurement Assistant provides administrative and operational support for the agency's purchasing and procurement functions. Working under the supervision of the Deputy Director of Operations and in close collaboration with the Procurement & Office Director, this position assists with purchasing activities, vendor coordination, procurement documentation, fleet administrative support, office operations, and special projects.

The Purchasing & Procurement Assistant plays an important role in ensuring agency purchases are completed efficiently, competitively, and in compliance with agency policies, funding requirements, and regulatory standards. This position offers opportunities for professional growth and expanded responsibilities as organizational needs evolve.

Essential Duties and Responsibilities:

Purchasing & Procurement

• Assist with the preparation and processing of purchase orders.
• Obtain vendor quotes and pricing for agency purchases.
• Assist with Requests for Quotes (RFQs), Requests for Proposals (RFPs), and competitive bidding processes.
• Track purchase orders from initiation through delivery.
• Monitor outstanding orders and communicate with vendors regarding delivery status.
• Maintain purchasing files and procurement documentation.
• Assist with vendor onboarding, certificates of insurance, and required procurement documentation.
• Verify pricing and supporting documentation for purchases.

Vendor & Contract Support

• Serve as a liaison between agency departments and vendors.
• Coordinate vendor appointments and deliveries.
• Maintain vendor contact information and procurement files.
• Assist with contract renewals and vendor documentation.
• Support the Procurement & Office Director with vendor communications and follow-up.

Administrative Support

• Provide administrative support to the Procurement & Office Director.
• Prepare reports, spreadsheets, correspondence, and meeting materials.
• Maintain departmental filing systems and electronic records.
• Schedule meetings and coordinate calendars.
• Answer departmental telephone calls and respond to routine inquiries.
• Assist with special projects assigned by agency leadership.

Fleet & Office Operations Support

• Assist with maintaining fleet records, including registrations, inspections, warranties, and insurance documentation.
• Coordinate administrative tasks related to agency vehicles.
• Assist with office supply purchasing and inventory management.
• Coordinate office equipment service requests.
• Support purchasing for new program startups, office relocations, and agency initiatives.

Compliance & Records Management

• Maintain procurement records in accordance with agency policies.
• Assist with preparing documentation for audits and regulatory reviews.
• Ensure procurement files remain complete, organized, and readily accessible.
• Maintain confidentiality of agency, vendor, and employee information.

Other Duties

• Participate in departmental process improvement initiatives.
• Crosstrain with other administrative staff as needed.
• Perform other related duties as assigned.

Minimum Qualifications

Education

• High School Diploma or GED required.
• Associate’s degree in business administration, Purchasing, Office Administration, or a related field preferred.

Experience

• Minimum of two (2) years of administrative experience with functional experience in purchasing, procurement, office administration, vendor coordination or customer services is required.
• Experience in a nonprofit, healthcare, or human services environment is preferred.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to learn procurement, purchasing, and financial software.
• Ability to maintain confidentiality.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong follow-through and problem-solving skills.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 25 pounds.
• Occasional travel between agency locations.

Working Conditions

• Professional office environment.
• Frequent interaction with agency leadership, staff, vendors, and contractors.
• Occasional travel to agency sites for procurement or operational support.

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administrative : 2 years (Required)

License/Certification:

• NYS Drivers License (Required)

Work Location: In person

Salary : $25 - $27