Purchasing Specialist

Department: Finance
Reports To: Finance Director
Position Type: 1 FTE, 40 Hours/Week, Non-Exempt
Work Type: In Person
Salary Range: $22.50 - $23.85 per hour, DOE
Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range above.
Benefits Available: Read more at http://hivalliance.org/employment/benefits
Agency Overview: Read more at https://hivalliance.org/engage/careers-at-hivalliance/
External Applicants: Apply directly through our website, via the Agency Overview link. All applicants must submit a complete job application, supplemental questions, and resume via the job portal to be considered.
Internal Applicants: Apply via email, following the emailed application instructions

Position Summary: The Purchasing Specialist position is computer intensive and requires excellent communication and organizational skills. This position is supervised by the Finance Director and provides purchasing support to the nonprofit’s internal direct services staff, focused on providing aid to clients.

There are two purchasing specialist positions within HIV Alliance. This position will manage agency credit cards, ensure that usage is in line with agency policies and procedures, and reconcile credit card statements with AP transactions. Both Purchasing Specialists will be cross-trained on the others focus for coverage as needed.

Essential Functions and Responsibilities:

• Simultaneously uses multiple computer software
• Demonstrate intermediate/advanced Excel skills
• Manage purchasing and receiving for the agency from ordering through reconciling
• Directly communicate with vendors due to order changes, discrepancy, late product, etc.
• Keep personnel notified regarding order status
• Project expense tracking
• Utilize purchasing software - updating users, product data, and controls
• Back-up other Purchasing Specialist, as needed
• Maintain purchase order records in accounting software
• Provide training and support to staff regarding purchasing and receiving
• Maintain sensitive and critical documentation
• Job duties will expand as needed and as knowledge and ability is demonstrated
Other tasks as assigned, including training/cross-training other staff as needed

Required Qualifications:

• 2 years or more of related experience
• Associates degree in Accounting (preferred)
• Excellent attention to detail
• Ability to work in a fast paced, high impact environment
• Ability to be a good teammate and to work independently
• TB test (provided at agency)
• Valid Oregon driver’s license, or valid out of state driver’s license with the ability to get an Oregon driver’s license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy
Ability to pass agency criminal background check

Professional Competencies:

• Interpersonal Communication & Conflict Management (proactively communicates effectively, listens carefully to others, exhibits acceptable standards of conduct, deals effectively with others in difficult situations, works to reduce tension & conflict)
• Organizational Awareness (takes time to learn about agency culture, policies, and procedures; recognizes and balances the interest and impact of one’s department with those of other departments, programs, and the agency as a whole)
• Embraces Change (actively identifies problems and opportunities for change, implements solutions where appropriate, maintains effectiveness & adjusts well when experiencing changes in work tasks, environment, processes, and requirements)
• Living the Agency Vision & Values (demonstrates an understanding of agency vision and values, keeping the vision and values at the forefront of decision making)
• Client & Customer Focused (keeps client and customer needs a primary focus; develops and sustains productive relationships with clients, customers, & partners)
Valuing Diversity (appreciates and leverages the capabilities, insights, & ideas of all individuals; works effectively with individuals of diverse style, ability, & motivation)

Physical Demands:

While performing the duties of this job, the employee is required to

• Repetitively use hands, including grasping, twisting/turning of wrists, and finger dexterity to perform various necessary clerical duties, such as typing and writing.
• Frequently use arms, such as pushing & pulling to open/close drawers, cabinets, etc.
• Sit and/or stand for extended periods of time at an assigned station
• Bend, stand, & reach to be able to transport clients and to lift and carry up to 25 pounds for tasks such as building kits & assembling testing/educational materials.
• Use continuous clarity of vision at 20 inches or less for processing of paperwork

The physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Working Conditions, Travel, and Environment:

The duties of this job require individuals to be able to work in non-traditional and community-based settings. Additionally, the duties of this job include travel to other locations necessary to complete essential job functions, including the ability to transport self to job-related events and locations. This role requires regular reliable attendance, including:

• Ability to work flexible hours, including early mornings, evenings, and weekends
• Ability to work 4-5 days per week for a minimum of 40 hours per week
• Ability to work in loud, crowded, busy, or escalated environments
• Ability to drive at night and during various weather conditions safely