Purchasing Agent/Fleet Coordinator

Valley Comprehensive Community Mental Health Center; Morgantown (WV); On-site; USD 38,000 - 56,000; Full time

Job summary

Valley Comprehensive Community Mental Health Center in Morgantown, WV is seeking a Purchasing/Fleet Coordinator to manage procurement, inventory, and fleet operations across the agency. You will source suppliers, negotiate terms, maintain accurate records, and ensure compliant, cost-efficient purchasing and vehicle maintenance.

This role requires attention to detail, strong Excel skills, and the ability to collaborate with program leaders while adhering to budgets and privacy requirements.

Qualifications

• High School diploma or equivalent.
• 2+ years in purchasing, fleet management, inventory management, or another administrative role.
• Strong organizational and time management skills.
• Proficient in Microsoft Excel and able to maintain detailed electronic tracking records.
• Ability to read, write, understand, and speak the English language.
• Ability to effectively communicate verbally and in writing with agency staff, vendors, and external organizations.
• Must demonstrate integrity and comply with confidentiality requirements concerning client rights, HIPAA regulations, and purchasing and accounting transactions and records.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and projects while meeting deadlines.
• Ability to work with limited direct supervision while following established departmental processes, reporting relationships, and safety procedures.

Responsibilities

• Coordinate agency purchasing, inventory, and fleet administration.
• Source suppliers, negotiate pricing, select vendors, and create purchase orders.
• Maintain purchasing records and vendor information in tracking systems.
• Provide timely communication to program leadership regarding procurement status.
• Maintain fleet records, registrations, inspections, and maintenance history.
• Ensure vehicle registrations, inspections, and preventive maintenance remain current.
• Coordinate vehicle maintenance and servicing as part of fleet responsibilities.
• Identify opportunities to improve purchasing, inventory, and fleet processes.

Skills

Purchasing

Fleet management

Inventory management

Excel

Organization

Communication

HIPAA compliance

Education

High School Diploma

Associate/Bachelor's Degree preferred

Tools

Microsoft Excel

Tracking systems

Job description

Job Details

Job Location: Morgantown Office - Morgantown, WV 26508

Position Type: Full Time

Education Level: High School Diploma

Job Shift: Day

JOB TITLE: Purchasing/Fleet Coordinator Updated: 8/2026

DIVISION: Operations

REPORTS TO: Operations Manager

FLSA STATUS: Non-Exempt

WORK HOURS: Monday – Friday 8AM - 5PM

NATURE OF WORK: The Purchasing/Fleet Coordinator serves as a centralized Operations resource for agency purchasing, supply and inventory management, and fleet administration. The position coordinates the cost-effective procurement of materials, supplies, and services; maintains accurate purchasing and fleet tracking records; supports appropriate inventory levels across agency programs; and helps ensure fleet operations remain safe, compliant, and efficient. The position exercises appropriate independent judgment within established agency policies, procedures, budgets, and approval requirements.

ESSENTIAL DUTIES:

• Serve as the primary Operations point of coordination for agency purchasing, supply tracking, inventory management, and fleet administration.
• Source and evaluate suppliers, compare and negotiate pricing, select vendors as appropriate, and create purchase orders within established agency policies, budgets, approval requirements, and purchasing procedures.
• Maintain detailed and accurate purchasing records in designated agency tracking systems, including request status, vendor information, order information, expected delivery information, and supporting documentation.
• Provide timely communication to program leadership regarding the purchasing process, order status, significant delays, expected shipments, and deliveries requiring coordination.
• Maintain vendor relationships and resolve delivery, quality, availability, or pricing issues.
• Submit completed purchase orders and required supporting documentation to Finance/Accounting for reconciliation and payment processing in accordance with established procedures.
• Monitor supply utilization and inventory levels across agency programs and develop standardized replenishment practices that support appropriate stock levels while reducing unnecessary purchasing, shortages, and excess inventory.
• Conduct or coordinate routine physical inventories at designated residential sites and other locations as assigned, maintain accurate inventory records, and identify replenishment needs.
• Use purchasing and inventory information to identify trends, standardize commonly used items when appropriate, improve vendor and pricing decisions, and support responsible stewardship of agency resources.
• Maintain a detailed and current shared fleet tracking record, including vehicle assignment/location, registrations, inspections, preventive maintenance, repairs and service history, and other required fleet information.
• Ensure vehicle registrations, inspections, required documentation, preventive maintenance, repairs, and scheduled servicing remain current.
• Coordinate vehicle maintenance, repairs, inspections, and servicing, including transporting vehicles when needed as part of routine fleet responsibilities.
• When assistance from employees outside the fleet function is needed, coordinate that assistance through the appropriate supervisory channels based on operational need and staff availability.
• Monitor fleet usage, fuel consumption, vehicle condition, and maintenance trends to support safe and efficient utilization of agency vehicles.
• Assist with the acquisition, assignment, reassignment, and disposal of fleet vehicles and equipment.
• Ensure required driver information is maintained and assist with verification of licensing and training requirements in accordance with agency policies and procedures.
• Maintain driver information in applicable insurance and fuel card systems and coordinate updates as needed.
• Maintain organized purchasing, inventory, and fleet records that provide leadership with visibility into open, pending, delayed, and completed work and support continuity during staff absences or transitions.
• Identify opportunities to improve purchasing, inventory, and fleet processes and participate in implementation of approved workflow, tracking, and automation improvements.
• Other duties as assigned.

QualificationsMINIMUM QUALIFICATIONS:

• Ability to perform Essential Duties as outlined below.
• High School diploma or equivalent.
• 2+ years in purchasing, fleet management, inventory management, or another administrative role.
• Strong organizational and time management skills.
• Proficient in Microsoft Excel and able to maintain detailed electronic tracking records.
• Ability to read, write, understand, and speak the English language.
• Ability to effectively communicate verbally and in writing with agency staff, vendors, and external organizations.
• Must demonstrate integrity and comply with confidentiality requirements concerning client rights, HIPAA regulations, and purchasing and accounting transactions and records.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and projects while meeting deadlines.
• Ability to work with limited direct supervision while following established departmental processes, reporting relationships, and safety procedures.

PREFERRED QUALIFICATIONS:

• Associate’s or Bachelor’s Degree