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Job Description
- Assist the purchasing agent with receiving, reviewing, and processing of purchase requisitions, data entry, maintenance of warehouse and purchasing files, purchasing logs, and vendor reference materials.
- Assist the purchasing agent with monitoring the electronic requisition (e-req) system and following up with outstanding e-req’s on a regular basis. Communicate with e-req originator and approvers with on-going status and updates.
- Assist the purchasing agent with coordinating and placing orders for Head Start food related programs, purchasing food, office supplies, educational materials and other items as needed
- Ensure purchase orders have correct pricing, codes, appropriate delivery date and required signatures.
- Forward approved purchase orders (PO) to the accounts payable department, warehouse for receiving, and distribute copies to appropriate personnel.
- Establish and maintain vendor contact to assure prompt resolution of errors, receipt or payments, status of order, cost increases, and any other related matters.
- Accurately maintain and update purchase order files, purchasing logs, and vendor information.
- Encumbers PO within accounting system after PO is approved and order is placed
- Assist staff with purchasing needs.
- Assist purchasing agent with annual basket analysis from bulk suppliers, e.g., food and office supplies.
- Assist with clerical duties associated with contract processes including, but not limited to; collection and filing of certificates of insurance, executed contract agreements, and purchasing related documents. Verify contract and insurance certificates are properly maintained. Monitor, maintain and keep an up-to-date log on contracts as needed.
- Review and compare contracts as requested by the chief financial officer or designee. Identify and communicate any differences in a timely manner.
- Maintain all required purchasing department Excel and Word file documents and update as needed.
- Assist as backup for warehouse specialist as needed.
- Follow standard and established CDR procurement procedures.
- Maintain computerized purchasing record keeping system.
- Handle other duties as assigned.
