Parts Procurement Administrator (Hartford)

Assists the Purchasing & Contracts Officer (PCO) in implementing Company purchasing procedures, prepares purchase orders and contract documents for bus and other Company vehicle parts.
 

1. Under the general direction of the PCO and in accordance with Company purchasing and contract procedures, this position is responsible for developing and maintaining the annual procurement process for inventory parts for revenue and non-revenue vehicles.  This includes developing technical specifications, estimated annual quantities, required lead times and procurement terms and conditions; assisting in the annual evaluation of bids and contract awards; administering the contract to monitor pricing, quality, lead times and other requirements as needed.  This position may also develop quantities and terms for standing order procurements of high volume parts with predictable use.
2. In accordance with Company purchasing and contract procedures and under the general direction of the PCO, prepares individual purchase orders for non-inventoried and special orders of vehicle parts not included in the annual procurement process using the action desk function in the AssetWorks computer system to process parts orders using selected vendors.
3. This position is responsible for all functions related to the procurement of inventory parts and participation in procurement of non-inventory parts including backorder reports (follow-up with vendors to ensure the timely shipment of backordered items), expediting deliveries of parts when needed, return of damaged/incorrect parts, etc.  Maintains vendor history and other information in the AssetWorks computer system.
4. This position works closely with employees in the Parts Rooms in CTtransit's three divisions to coordinate purchasing and contract functions and monitor parts quality, parts usage, order quantities, lead times, pricing, delivery performance, backorder delays and other information needed to continuously improve parts procurement process timeliness and effectiveness.  Also verifies the status of pending purchase orders.
5. This position works closely with current and prospective vendors to develop positive working relationships, and to identify the most advantageous sources of vehicle parts.  Types of contact include face-to-face, telephone, email, fax and written correspondence.
6. Performs a variety of computer functions in order to perform regular and special tasks which include: accurate entry and generation of inventory purchase orders through the maintenance computer system; generating back order reports; maintaining computerized vendor files by adding new vendors, entering changes and other related information; maintaining current vendor price lists.
7. Work cooperatively with all levels of personnel.
8. Attends in-service training, seminars or other opportunities for professional development as made available by the Agency.  Provides training for Agency personnel as required.  Actively participates in staff meetings, trainings, etc.
9. Develops a thorough working knowledge of Agency policies and procedures.
10. Other duties and responsibilities as assigned.

1. Associates Degree with major course work in procurement, inventory control, business economics or a closely related field is required.  Extensive experience and training in the areas of procurement and/or logistics may be substituted for the Associated Degree requirement.  Training in purchasing, logistics, inventory control and other related fields is highly desirable.
2. Two (2) years of professional, full-time purchasing experience in parts purchasing, inventory control or similar relevant responsibilities are required.  Specialized training that is directly relevant to purchasing and contracting functions in the public transit industry may be substituted for a portion of the work experience requirement.  Knowledge of the types of parts regularly purchased and vendors that supply parts to similar transit systems; experience using computerized parts inventory systems are highly desirable.
3. Valid drivers' license and the ability to be insured by our insurance company throughout employment.  Individual may be required to travel (other CTtransit locations, vendors offices, training facilities, etc.) in the course of their daily work.
4. Must be proficient in software programs (Microsoft Office Word, Excel and Outlook), use of the internet and relevant office equipment operation necessary to successfully perform the duties and responsibilities of this position.  This position also requires the ability to learn the use of Company software applications quickly and efficiently. 
5. This position requires the ability to prioritize projects, have excellent verbal and written communication skills and interpersonal skills, including tact and diplomacy; attention to detail is imperative .  This position also requires the ability to handle information, execute purchasing and other departmental processes and procedures in a confidential manner.
6. A good work record, the ability to work closely with staff in other departments and divisions, the ability to work independently under general direction and the ability to work in partnership with vendors and suppliers are essential requirements of this position.

Salary : $49,218 - $67,075