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Procurement Specialist
2 months ago
Hope The Mission is seeking a highly skilled Procurement Specialist to join our Finance team. As a key member of our team, you will be responsible for cultivating a team-oriented work environment aligned with our long-range plan, mission, vision, and values.
Job Summary:The Procurement Specialist will work under the supervision of the Senior Accounting Specialist to ensure compliance with our accounting procedures. This role requires strong analytical, problem-solving, and organizational skills, as well as excellent verbal and written communication skills.
Key Responsibilities:- Execute approved financial transactions, including purchasing materials, supplies, or equipment, based on our company's needs.
- Maintain knowledge of organizational and governmental rules affecting purchases and provide information to staff members and vendors.
- Work with other departments to ensure proper utilization of our policies and procedures and submissions into our procurement system.
- Prepare documentation for establishing vendor accounts and contracts, transactions, and regulatory compliance.
- Compare suppliers' bills with bids and purchase orders to verify accuracy and work with the operations warehouse to check shipments.
- Monitor supply and equipment inventory in our warehouse and determine if quantities are sufficient for needs.
- Verify accuracy of financial or transactional data and calculate costs of orders.
- Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
- Contact suppliers to schedule or expedite deliveries and resolve shortages, missed, or late deliveries.
- Prepare, maintain, and review purchasing files, reports, and price lists.
- Respond to customer and supplier inquiries about order status, changes, or cancellations.
- Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes.
- Locate potential new suppliers and interview them to gather information about products to be ordered.
- Train and supervise subordinates and other staff.
- Ensure all transactions/expenses have proper GL coding, grant coding, and classification.
- Assist with accounts payable, including vendor records maintenance, as needed.
- Assist with the annual audit process.
- Prepare reports when requested.
- Enter and update information into relevant databases.
- Inform relevant parties regarding errors encountered.
- Research, track, and resolve documentation problems and discrepancies.
- Work with and assist Department supervisor(s), Director of Finance, and offsite accountant(s) when needed.
- Maintain and organize back-up documents on 'Cloud' databases and store hard copies of data in an organized manner.
- Advise accounting department supervisor(s) of issues related to data or vendor discrepancies.
- Assist with special projects and analysis as needed.
Hope The Mission is an equal opportunity employer and welcomes applications from diverse candidates. We are committed to creating a workplace that is inclusive and respectful of all employees.
