Job Overview
We are seeking a dynamic and detail-oriented Procurement Coordinator to join our team.
Responsible for assisting the Director of Finance and Finance Department in maintaining the Authority’s procurement management and inventory. Performs a variety of tasks related to but not limited to, purchasing all of the Authority’s materials, equipment and services.
Performs a variety of tasks involving procurement for the Capital Funds Program (CFP) and maintenance department, including repair of facilities and contracts for professional services involving legal, consulting and construction, etc. Storage and issuance of materials and/or office supplies which includes equipment, office products, office equipment, furniture and materials. Duties include the following:
Duties
The below statement is intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
1. Provide support to the Director of Finance and Finance Department in all daily activities requested.
2. Follows established office procedures, procurement and Housing Authority policies.
3. Knowledge of proper conduct in dealing with the public and telephone etiquette.
4. Ability to maintain confidential data and information for executive and administrative staff.
5. Responsible to follow procurement in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, US Department of Housing and Urban Development regulations.
6. Reviews and monitors all purchasing function in compliance with local, state and federal regulations.
7. Keeps abreast of all changes and additions to regulations relative to 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
8. Solicits competitive, formal and informal bids and coordinates the necessary advertisements, bid specifications, and pre-bid and bid conferences.
9. Interviews vendors to obtain information relative to product, price and ability of vendor to produce product, service, and delivery date. Also, continually evaluates their performance and determines standards for continued vendor participation.
10. Evaluates quotes and competitive proposals and awards contracts or makes recommendations.
11. Verify Office Specialist, with Maintenance Department, receives materials and supplies and verifies that type, quality and quantity received are correct.
12. Stores materials and office supplies, monitors inventory, and issues to Authority employees as needed, assist in tabulation of periodic cycle counts and fiscal year end tabulation of inventory.
13. Keep records pertaining to items purchased, costs, delivery and product performance.
14. Maintains records on purchase price information on both open market and contract purchase files and revises as conditions change.
15. Responsible for maintaining vendor files and performs the purchase order/invoice matching function as well as monitors the status of open purchase orders.
16. Reviews and processes requisitions and purchase orders for materials and supplies needed for the Housing Authority.
17. Assists in the counting and reporting of physical inventory and valuation, at least annually, of all materials, supplies, tools, equipment and fixed assets; conducts interim spot check inventory counts as needed to maintain an accurate inventory system.
18. Prepares recommendations for disposal of obsolete or damaged inventory items. Upon approval, assists in coordinating the physical disposal of the items; responsible for recording disposal of all items.
19. Handles discrepancies with vendors following established Housing Authority policy guidelines and procedures and good business practices.
20. Attends meetings with vendors and contractors, board of commissioners, and workshops as required.
21. Prepares routine and special reports as requested by the Director of Finance and/or the Executive Director.
22. Maintains updated list of all active contracts and leases for review by the Director of Finance and/or the Executive Director.
23. Prepares reports for the Board of Commissioners regarding procurement matters, such as Request for Qualifications, Requests for Proposals, disposition of obsolete items, and other related items.
24. Ensures proper payments on invoices are supported and requests special disbursement for emergency purchases from the Executive Director.
25. Assists Director of Finance in obtaining data request by the external auditor.
26. Makes recommendations on process changes and/or process implementation.
27. Assists with Monitoring agency deadlines and reporting periods for submittal of HUD documents and other critical reports.
28. Assists Director of Finance with the monthly and annual close.
29. Safely operates all vehicles and job-related equipment.
30. Performs other related duties as assigned and/or required to include cross-training of other accounting duties.
- Qualifications
- Associates Degree in Business Administration, Management, Merchandising, or related field from an accredited college or university. Minimum of two (2) years’ experience in purchasing and inventory control or an equivalent combination of education and experience. Public Housing procurement/purchasing experience preferred.
Pay: From $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
