Description

SUMMARY:   This position is responsible for coordinating the purchasing processes relating to commodities and supplies, equipment and services necessary for the operation of the Housing Authority and maintenance of its properties.  The position is a direct support to the Purchasing Manager to sustain daily operations and provide support in daily and long-term activities that support the operation of the Housing Authority as a whole.  

ESSENTIAL FUNCTIONS:   include, but are not limited to, the following:

• Support the purchasing manager in obtaining information about market trends, and scheduling of training sessions pertaining to new items or services to be provided.
• Input data into computer to create and maintain purchase orders, receivers, 3 quote process and print reports.
• Arrange with vendors for replacement of defective items purchased and ensure credit is obtained. The coordinator will provide weekly updates to the purchasing manager in the area of operation.
• Monitor contract expenditures to assure compliance with the contract budget.
• Manage and reconcile contract expenditures and financial projects when improperly entered
• Develop a tracking system to monitor and report contract expenditures
• Monitor and report on standard purchase orders versus job cost (contract) purchase orders
• Review standard purchase orders for compliance with federal and state regulations including review of quote process
• Obtain certifications of delivery, conducting checks against order and approving payment of invoices.
• Maintain files of purchase orders, catalogues, brochures and price lists.
• Utilize re-occurring purchase orders where feasible.
• Provide administrative assistance to the other operational departments in the resolution of account payables issue to improve the invoice turnaround period pertaining to vendors and contractors. The coordinator will utilize a team approach to resolve purchase order or invoicing issues.
• Coordinate all purchasing activity with vendors and staff.
• Coordinate the Authority’s office supply Web site and purchases
• Assist with the maintenance of purchasing card and authorized buyer lists.
• Perform training sessions with staff regarding centralized purchasing process.
• Performing additional duties as assigned.

Requirements

MINIMUM QUALIFICATIONS:

• Four year college degree in related field or equivalent experience preferred.
• At least three years experience as a commercial, institutional, or industrial purchasing agent.
• Knowledge of the characteristics of heating, plumbing, electrical, painting, and general maintenance equipment, supplies and services is a plus.

OTHER:   The incumbent must possess a valid driver's license in state of residence and an insurable driving record under the terms and conditions of the CMHA auto liability policy.  The incumbent may have no more than 4 accumulated points in 3 consecutive years.