PURCHASING ADMINISTRATOR

Catholic Charities of the Diocese of Rochester; City of Rochester (NY); On-site; USD 63,000 - 66,000; Full time

Benefits offered by this job

Competitive salary and 403b retirement

Generous time off package

Comprehensive benefits package

Supportive and collaborative work env

Growth and development opportunities

Meaningful impact

Job summary

Catholic Charities of the Diocese of Rochester is hiring a Purchasing Administrator in Rochester, NY. The role supports all facets of the Purchasing Department, strives to improve purchasing procedures, and collaborates with program staff to save money while maintaining a trauma-informed care environment.

Responsibilities include processing purchase requests, vendor management, contract administration, and generating regular reports.

Qualifications

• Education: Bachelor's Degree in Business Administration or related field, or equivalent combination of education and experience.
• Credentials: CPM / CPSM Preferred
• Experience: 5 years Purchasing or relevant field

Responsibilities

• Assist in processing purchase requests by Agency staff
• Collaborate with Facilities in obtaining quotes for projects, preventative maintenance, etc.
• Submit quotes and proposals to vendors
• Create and maintain Independent Contractor Agreements for all services vendors
• Assess leasing opportunities for agency’s 38 vehicles
• Update and maintain CCCFS Vehicle List
• Provide administrative support for 175 Verizon cellular devices including assignment of new phones, upgrades, etc., and run monthly usage reports
• Assist in multiple postage meter cost center allocation and understanding of the units
• Facilitate Iron Mountain and Shred-It requests and reconcile allocations
• Run quarterly Financial Edge Purchase History reports and monthly PCard purchasing reports by vendor to analyze patterns with Director of Purchasing
• Manage all aspects of supplier set-up and vetting including Exclusion Screening and CCFCS’s 12-point new vendor checklist
• Maintain purchasing information, files, and records for the purpose of ensuring compliance with a wide variety of purchasing policies/procedures and/or monitoring purchasing processes
• Upon creation of new vendor or activating a vendor, conduct Medicaid Exclusion Screening
• Validate EIN numbers and obtain W9 forms as needed
• Actively review expiring forms as well as validate appropriate levels of insurance
• Keep Valenz Exclusion Screening database current
• Resolve vendor invoice discrepancies with Accounts Payable
• Assist in allocation spreadsheets for various vendors and products or services
• Provide monthly or quarterly Minority Women-Owned Business Enterprise (MWBE) reports to program analysts / specialists and review NYS Registry
• Develop and maintain central file for all vendor contracts, including maintaining expiration dates and updating for any changes
• Review Independent Contractor files for all required documents
• Gather current contract pricing and that of GPO’s and NYS OGS Contract pricing for review and analysis
• Keep food vendor contracts current, promoting the use of Pandion GPO
• Maintain Foodlink contact list updated for Agency’s 20 sites
• Process BJ’s, Wegmans and Costco memberships and renewals while updating membership spreadsheet
• Assist in reviewing reports for potential cost-savings
• The Purchasing Administrator shall participate in relevant Agency meetings and/or trainings and actively pursue development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at meetings and workshops

Skills

Purchasing

Vendor relations

Contract management

Compliance

Accounting basics

Education

Bachelor's Degree in Business Administration or related field

Tools

Pandion GPO

NYS OGS Contract pricing

Job description

We are Hiring!

Catholic Charities Family and Community Services (CCFCS) has been serving our community for over 100 years. We walk with people when they are at their most vulnerable as they journey toward independence to reach their full human potential. We proudly serve and employ people from all backgrounds and experiences.

Job Type

Full-time

Schedule

Mon-Fri, 40 hours

Salary

$63k-66k, DOE

Top Benefits And Perks

• Competitive salary and 403b retirement plan
• Generous time off package and work-life balance
• Comprehensive benefits package
• Supportive and collaborative environment
• Opportunities for growth and development
• Intrinsic reward of truly making a difference in people's lives

Qualifications

Education: Bachelor's Degree in Business Administration or related field, or equivalent combination of education and experience.

Credentials: CPM / CPSM Preferred

Experience: 5 years Purchasing or relevant field

About The Role

Under general supervision, the Purchasing Administrator is to provide support with all facets of the Purchasing Department as outlined below. The position should proactively identify opportunities to improve purchasing procedures, document them, and look for ways to save the agency money. Effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment.

Key Responsibilities

General Purchasing

• Assist in processing purchase requests by Agency staff
• Collaborate with Facilities in obtaining quotes for projects, preventative maintenance, etc.
• Submit quotes and proposals to vendors
• Create and maintain Independent Contractor Agreements for all services vendors
• Assess leasing opportunities for agency’s 38 vehicles
• Update and maintain CCCFS Vehicle List
• Provide administrative support for 175 Verizon cellular devices including assignment of new phones, upgrades, etc., and run monthly usage reports
• Assist in multiple postage meter cost center allocation and understanding of the units
• Facilitate Iron Mountain and Shred-It requests and reconcile allocations
• Run quarterly Financial Edge Purchase History reports and monthly PCard purchasing reports by vendor to analyze patterns with Director of Purchasing

Vendor Relations

• Manage all aspects of supplier set-up and vetting including Exclusion Screening and CCFCS’s 12-point new vendor checklist
• Maintain purchasing information, files, and records for the purpose of ensuring compliance with a wide variety of purchasing policies/procedures and/or monitoring purchasing processes

Compliance

• Upon creation of new vendor or activating a vendor, conduct Medicaid Exclusion Screening
• Validate EIN numbers and obtain W9 forms as needed
• Actively review expiring forms as well as validate appropriate levels of insurance
• Keep Valenz Exclusion Screening database current

Accounting

• Resolve vendor invoice discrepancies with Accounts Payable
• Assist in allocation spreadsheets for various vendors and products or services
• Provide monthly or quarterly Minority Women-Owned Business Enterprise (MWBE) reports to program analysts / specialists and review NYS Registry

Contract Management

• Develop and maintain central file for all vendor contracts, including maintaining expiration dates and updating for any changes
• Review Independent Contractor files for all required documents
• Gather current contract pricing and that of GPO’s and NYS OGS Contract pricing for review and analysis

Food Provisioning

• Keep food vendor contracts current, promoting the use of Pandion GPO
• Maintain Foodlink contact list updated for Agency’s 20 sites
• Process BJ’s, Wegmans and Costco memberships and renewals while updating membership spreadsheet
• Assist in reviewing reports for potential cost-savings

The Purchasing Administrator shall participate in relevant Agency meetings and/or trainings and actively pursue development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at meetings and workshops. Awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan. Including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diverse is vital.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory direction and perform other related duties as required.

Requirements

Physical Demands/Work Environment: The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform light lifting. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

Compliance: Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing and documentation standards. All duties must be performed in accordance with CCFCS’s corporate compliance & ethics program. Any offer of employment will be contingent upon successful completion of a background check. CCDOR considers all background check information in accordance with applicable law.

Join us and help make a positive impact on our community!

Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agency and our people. EOE/AA Disability/Vet

Salary Description

63000-66000