Purchasing Coordinator

2 months ago

Midland, United States PA Cyber Full time

DEPARTMENT:

Business Office

JOB TITLE:

Purchasing Coordinator

CLASSIFICATION:

Non-Exempt

REPORTS TO:

Director of Business Services



JOB GOAL:

Responsible for coordinating all purchasing functions including preparation, processing, record keeping, account coding, information management, training, workflow and maintaining adherence to PA Cyber’s policies, procedures and guidelines for purchasing and procurement. The Purchasing Coordinator will ensure that materials, supplies, equipment, and other orders are placed in a timely fashion so that PA Cyber business operations can run effectively.

MINIMUM QUALIFICATIONS:

· High School Diploma/GED; associate’s degree in business or related field preferred

· Knowledge of basic accounting principles preferred.

· 3-5 years’ relevant experience and/or training

· Experience with Microsoft Excel Word and Outlook.

· Excellent verbal, written, and interpersonal communication skills.

· Excellent organizational and time management skills

· Child Abuse Clearance; Pennsylvania State Police Criminal Record Check; Federal Bureau of Investigation (FBI) Clearance

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Responsible for the accurate entry, proofing, maintenance and submission of purchase orders and change notices within CSIU accounting system, or successor system

· Create and verify purchase order information with accuracy including but not limited to proper product costing, order quantity, shipping instructions, etc.

· Monitor and assist with the processing of complex requests for the acquisition of equipment, supplies and services through the appropriate internal personnel, supplier, and contractors.

· Work on-site at designated business office location in order to collaborate with business office staff and maintain files kept in the business office

· Maintain approved supplier lists.

· Must be able to prioritize tasks and meet deadlines.

· Review and resolve supplier invoice discrepancies.

· Utilizes approved negotiation and purchasing techniques to ensure quality, price, delivery, and service.

· Recommend suppliers that provide high quality products and services at the best price per PA Cyber’s policies, procedures, and guidelines.

· Review purchase order claims and contracts for conformance to school policy.

· Communicate effectively and professionally with vendors and organization staff.

· Prepare and review bids, proposals, and vendor agreements for price and acceptability of items to specifications to ensure compliance with PA Cyber’s policies, procedures, and guidelines.

· Review and reconcile purchasing liquidation reports.

· Exercise discretion and judgment in making decisions in concert with PA Cyber’s policies, procedures, and guidelines.

· Maintain knowledge of and compliance with new purchasing guidelines.

· Make recommendations to improve purchasing functions within the department as warranted.

· Process year-end tax statements for company vendors

· Assist with training purchasing personnel and serve as a resource as needed.

· Process W-9 Forms received from vendors in accounting system.

· Identify and resolve problems in a timely manner.

· Maintain confidentiality, including but not limited to personnel data, vendor data, and company data.

· Support and explain reasoning for decisions; include appropriate people in decision-making process.

· Adapt to changes in the work environment.

· Consistently at work and on time, ensure work responsibilities are covered when absent; arrive at meetings and appointments on time.

· Perform any additional duties deemed necessary by the Director of Business Services or the CFO

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is occasionally required to stand, walk, sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

This job description is only a summary of the typical functions of the position, not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties. Additional duties may be assigned, as necessary.

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