Purchasing Agent/Fleet Coordinator

ESSENTIAL DUTIES:

• Serve as the primary Operations point of coordination for agency purchasing, supply

tracking, inventory management, and fleet administration.

• Source and evaluate suppliers, compare and negotiate pricing, select vendors as

appropriate, and create purchase orders within established agency policies, budgets,
approval requirements, and purchasing procedures.

• Maintain detailed and accurate purchasing records in designated agency tracking systems,

including request status, vendor information, order information, expected delivery
information, and supporting documentation.

• Provide timely communication to program leadership regarding the purchasing process,

order status, significant delays, expected shipments, and deliveries requiring coordination.

• Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues.
• Submit completed purchase orders and required supporting documentation to

Finance/Accounting for reconciliation and payment processing in accordance with
established procedures.

• Monitor supply utilization and inventory levels across agency programs and develop

standardized replenishment practices that support appropriate stock levels while reducing
unnecessary purchasing, shortages, and excess inventory.

• Conduct or coordinate routine physical inventories at designated residential sites and other

locations as assigned, maintain accurate inventory records, and identify replenishment
needs.

• Use purchasing and inventory information to identify trends, standardize commonly used

items when appropriate, improve vendor and pricing decisions, and support responsible
stewardship of agency resources.

• Maintain a detailed and current shared fleet tracking record, including vehicle

assignment/location, registrations, inspections, preventive maintenance, repairs and
service history, and other required fleet information.

• Ensure vehicle registrations, inspections, required documentation, preventive

maintenance, repairs, and scheduled servicing remain current.

• Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting

vehicles when needed as part of routine fleet responsibilities.

• When assistance from employees outside the fleet function is needed, coordinate that

assistance through the appropriate supervisory channels based on operational need and
staff availability.

• Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to

support safe and efficient utilization of agency vehicles.

• Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and

equipment.

• Ensure required driver information is maintained and assist with verification of licensing and

training requirements in accordance with agency policies and procedures.

• Maintain driver information in applicable insurance and fuel card systems and coordinate

updates as needed.

• Maintain organized purchasing, inventory, and fleet records that provide leadership with

visibility into open, pending, delayed, and completed work and support continuity during
staff absences or transitions.

• Identify opportunities to improve purchasing, inventory, and fleet processes and participate

in implementation of approved workflow, tracking, and automation improvements.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• Ability to perform Essential Duties as outlined below.
• High School diploma or equivalent.
• 2 years in purchasing, fleet management, inventory management, or another

administrative role.

• Strong organizational and time management skills.
• Proficient in Microsoft Excel and able to maintain detailed electronic tracking records.
• Ability to read, write, understand, and speak the English language.
• Ability to effectively communicate verbally and in writing with agency staff, vendors, and

external organizations.

• Must demonstrate integrity and comply with confidentiality requirements concerning client

rights, HIPAA regulations, and purchasing and accounting transactions and records.

• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and projects while meeting deadlines.
• Ability to work with limited direct supervision while following established departmental

processes, reporting relationships, and safety procedures.
PREFERRED QUALIFICATIONS:

• Associate’s or Bachelor’s Degree