Purchasing Specialist

Description

General Purpose

The Purchasing Specialist is responsible for supporting the Procurement Supervisor in completing the mission of the procurement team. The procurement team focuses on procurement of quality services and supplies at the best value.

Duties and Responsibilities:

• Responsible for assisting the Purchasing Supervisor in the day to day functions of the Purchasing Department.
• Responsible for the physical receipt of all goods directly shipped to the Purchasing Department.
• Coordinates with managers to maintain inventory levels, including household kit program ordering.
• Assist Purchasing Supervisor to evaluate vendors based on price, reliability, capability, and previous transaction history.
• Ensures that purchasing documents are complete and accurate and include appropriate and reasonable terms and conditions.
• Maintains pricing histories and other vendor records.
• Responsible for the documentation and software receipt of all goods directly shipped or ordered by the Purchasing Department.
• Responsible for maintaining software based (Excel) spreadsheets.
• Responsible for maintaining and updating records for items and their cost.
• Responsible for the distribution of any items needing to be distributed.
• Responsible for customer service related interactions with vendors, Babcock Center Departments and employees.
• Responsible for furniture and items delivery scheduling with vendors and The Babcock Center.
• Responsible for maintaining the Purchasing Department stock room.
• Responsible for assisting in any needed inventories controlled by The Purchasing Department.
• Responsible for any retail-based purchases.
• Responsible for helping clarify or interaction needed between Purchasing and Accounts Payable to solve issues directly related to Purchase Orders.
• Responsible for ensuring breakroom supplies remain stocked.
• All other duties as assigned.

Working Conditions

Works in well-lighted and well-ventilated office area. Sits, stands, and walks during workday. Subject to working relationships with all employees of Babcock Center and other program staff.

Relationships and Contacts with Others

The Purchasing Specialist must maintain a professional working relationship with internal and external customers.

Typical Physical Demand 

Sitting, standing, bending, stooping and reaching. Frequent lifting. Manuel dexterity sufficient to operate standard office machines. Normal range of hearing and vision.

Typical Mental Demands: 

Must be able to deal with stress associated with fast-paced work environment and multi-tasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels. Maintain confidentiality of all sensitive information.

Hazards/Potential Hazards:

Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires.

Supervisor:

The direct supervisor for the Purchasing Specialist shall be the Purchasing Supervisor

Qualifications

Qualifications

The Purchasing Specialist must be at least 18 years of age.  Must be in good mental and physical condition, possess computer skills and be a licensed driver. Must be willing to cooperate with other department heads and employees. Must be willing to lift at least 40 lbs. 3 ft from the floor and tedious physical chores inside and when conditions warrant, outside the physical plant. Must have excellent organizational, customer service and inter-personal skills. Must have a good working knowledge of Excel spreadsheets, Outlook, and Word documentation creation and use. Must also have good data entry skills and a general knowledge of telephone services.