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Title: Purchasing and Procurement Specialist I
Department: Administrative Services
Reports to: Purchasing Manager
Under the general direction of the Purchasing and Procurement Manager, this position is responsible for assisting in the purchase of a wide variety of materials, supplies and equipment. The duties of this position involve considerable leeway for independent judgment and action within established policies. He or She may have extensive contact with Executive Suite, Program Leadership and Vendors.
Specific Job Knowledge, Skills and Abilities
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
Records purchases according to predefined department and expense codes.
Issues a Purchase Order directly from the encumbrance.
Posts Purchase Orders to the corresponding expense period.
Maintains balances of unpaid Purchase Orders against funding sources.
Thorough knowledge of current Purchasing and Procurement practices dealing with preparation of purchase specifications.
Good knowledge of markets, trade conditions, business methods and purchasing practices in general; ability to handle purchasing procedures.
Initiates contacts with vendors in relation to supplies, invoices and contracts.
Obtains and studies comparative prices and quotations; Researches for and writes specifications for a variety of equipment, materials, supplies and services.
Maintains close relationship with vendors and manufacturers.
Consults with program leadership regarding goods to be purchased which best meet their needs and completes related detail in regard to same.
Keeps records and prepares periodical reports, and provides for the maintenance of an up to date inventory.
Plans and supervises the procedures in the receiving, storage and distribution operation and entering items into our MIP system.
To ensure that products are procured, at the required quantity and quality, and at the correct time, ensuring the optimum cost benefit to the GRAHAM.
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the Supervisor based upon the particular requirements of the company.
Assures that Programs receive prompt and efficient assistance and are supported through creating and maintaining open and fluid streams of communication between program and support services;
Attendance and participation in scheduled meetings. Maintains the confidentiality and security of all data and information relating to the Purchasing and Procurement.
Abides by all relevant Purchasing and Procurement policies and procedures.
This position requires training in the following areas: Excel, Purchasing Software, DocuSign, MIP, etc.
Performs all other duties as assigned by Supervisor
Competencies & Character Traits:
Committed to anti-racism and changing structurally racist systems.
Maintains an uncompromised commitment to integrity.
Eager to self-reflect, demonstrate vulnerability and humility, and make improvements.
Focuses on possibilities and bringing people together to develop solutions.
Exceptional written and verbal communications skills.
Demonstrated ability to establish relationships with external and internal constituents.
Demonstrated coordination, time management and organizational skills.
Demonstrated ability to build a high performing team.
Proven record of detail-oriented management skills.
Belief in the capacity for human beings to make extraordinary change.
Embraces the Graham Pillars of Respect, Grow, Thrive and Lead.
High School Diploma or equivalent
A minimum of 1 year experience in purchasing or business administration
A proven capacity to work inclusively and collaboratively with program, fiscal and administrative leadership, as well as external stakeholders,
Job descriptions and specifications are not intended and should not be construed to be an exhaustive list of all responsibilities, skills or working conditions associated with a job. They are intended to be an accurate reflection of the principal requirements of the position