Procurement Specialist - Arlington Administration

Role: Procurement Specialist

Reports to: Procurement Manager

Program: 9005-Operations/Facilities

Department: Admin

Location: Arlington Administration - 2116 Arlington Ave., Suite 100, Los Angeles, CA 90018

Setting: 100% Onsite

Schedule: Monday - Friday, 8am - 4:30pm

Status: Full-time/Non-Exempt/Non-Management

Benefits: Medical, Vision, Dental, Life Insurance, 403(b) Retirement plan, Employee Assistance Program (EAP), etc.

Openings: 1

Summary:

The Procurement Specialist is responsible for overseeing a variety of purchasing and procurement-related functions that support the operational and compliance requirements of the organization. This role includes sourcing and purchasing goods and services, reviewing and analyzing vendor invoices and documentation, conducting cost analyses, and ensuring that all procurement activities comply with applicable contracts, grant requirements, and city, state, and federal regulations.

The ideal candidate will demonstrate strong attention to detail, resourcefulness, and problem-solving abilities. This position serves as the administrator of purchasing management for the organization's private and institutional grants, ensuring that effective systems are in place to meet the procurement needs of programs and departments.

Additionally, the Procurement Specialist ensures that all purchasing practices are carried out in an ethical, responsible, and coordinated manner, in alignment with the organization's established policies and procedures.

Essential Duties and Responsibilities:

• Review and prepare purchase orders and invoices for various departments and facilities, then submit for management approval and purchasing\
• Work with the Procurement Manager to organize and distribute soft furnishings to sites
• Research and purchase items for the agency via credit card or check request and ensure that the goods are delivered efficiently to the proper address
• Maintain open lines of communication between People Leaders, staff, vendors, and contractors
• Cross-reference purchases with deliverables, then label and organize accordingly
• Work with Programs and Finance to ensure purchasing for clients is in alignment with budgets and contract criteria, then relay the availability of funds to People Leaders
• Properly code all invoices on check requests to be submitted to Accounts Payable for processing
• Remit vendor payment as needed, including but not limited to by phone, mail, or in person
• Assist with the research and negotiations of staff parking, then process to allocate and distribute the passes as needed
• Understand all contract criteria and limitations on allowable client related expenses and work with program staff to stay within required parameters; assist programs with identifying eligible use of funds for program participants
• Develop and maintain reports of purchases that tie to specific contracts, grants, and/ or other projects and work with Finance to reconcile utilization of funds
• Review and approve client related purchase requests from programs and ensure procurement documentation is properly maintained
• Perform any other duties as requested

Qualifications:

• High School Diploma or GED or Equivalent
  
• Must have valid CA driver's license and reliable transportation
  
• Experience working in homeless services and non-profit organizations
• Experience in developing systems to organize resources and achieve successful logistical outcomes
• Strong administrative skills with significant attention to detail
• Computer skills with proficiency in Microsoft Office software (Word and Excel)
• A highly motivated self-starter, with ability to coordinate multiple projects/tasks at once
• Possess excellent verbal and written communication skills, interpersonal skills, and ability to work both individually and as part of a team
• Possess problem solving and conflict resolution skills and exercises professional judgment
• Flexible, adaptable, and capable of working in a fast paced, professional environment
• Must maintain and execute confidential information using HIPAA standards

Preferred Qualifications:

• Bachelor's degree preferred.

Work Environment:

• Primarily indoor office environment
• Regularly required to sit, stand, bend; occasionally lift or carry up to 50 lbs.
• May necessitate working in busy and loud environments
• May be exposed to elements like cold, heat, dust, noise, and odor.
• May need to bend, stoop, twist, and sit throughout the day.