Purchasing Agent
The mission of the Accounting Department of Housing Connect is to cooperatively provide efficient, accurate and timely financial management in a positive and productive workplace.
The Purchasing Agent leads the agency in the procurement process, procuring the best services and materials in a cost effective and transparent way with proper documentation storage.
Duties & Responsibilities
- Conduct Purchasing in Accordance with Procedures Established by the Housing Connect as well as HUD Prescribed Procedures
- Generate initial purchase orders, as requested by departments.
- Obtain price bids on supplies, materials and services as requested by all departments according to Housing Connect and HUD policies and procedures. This position bids on many services and materials associated with the capital improvement and maintenance of housing rental units.
- Be the resource of the agency for micro purchases, small purchases and macro purchases, following Housing Connect and HUD policies and procedures.
- Receive all materials/supplies to the office by physical count. Verify goods received with purchase orders as to prices quoted, amount ordered, condition received.
- Discern quality services and materials, balancing quality with cost.
- Track all back orders.
- Receive into inventory through the computer system, all items or services purchased with a purchase order.
- Reconcile open purchase order reports quarterly.
- Conduct bids for service contracts on a five-year basis or more often when needed. Track when contracts need to be renewed in an organized manner.
- Coordinate various purchases with other agencies for quantity discounts when available.
- Apply for credit applications and file tax-exempt forms with various vendors and suppliers.
- Coordinate the Purchasing Function with the Accounting and Maintenance Functions
- Work with managers and co-workers, when needed, to review procurement needs, reports and budgets.
- Work with accounting department, ensuring coding is done correctly and purchase orders are received when services are completed.
- Maintain filing system for purchase orders and their respective bids.
- Maintain contract files and service agreement files.
- Supervise Inventory Specialist
- Assist in the hiring, training and supervision of the inventory specialist.
- Provide supervision and oversight for this position.
- Review inventory, work orders, receiving and problem invoices.
- Promote agency mission and strategic plan by writing objectives into staff performance plans.
- Assist with Other Tasks, including but not limited to:
- Perform other related duties and accept additional responsibilities as assigned.
- Conduct year end inventory of materials, office supplies, office equipment and capital items.
MINIMUM REQUIREMENTS:
- Bachelor's Degree.
- Three years purchasing and contracting experience.
- Purchasing management certification preferred.
- Valid Driver’s License.
KNOWLEDGE OF:
- Purchasing procedures, as required by HUD, as well as procurement procedures, as established by the National Association of Purchasing Managers. Position requires proficiency in:
- Organization
- Written and verbal communication
- Building Rapport with vendors
- Meeting deadlines
- Computer literacy
- Negotiation
ABILITY TO:
- Work as a team member.
- Work under time pressures and constraints.
- Be professional in manner and appearance.
- Lift 50 pounds (non-essential job function).