Essential Responsibilities:

Procurement & Purchasing

• Serve as the agency’s primary purchaser in alignment with the Agency Procurement Policy.
• Order and track agency supplies with accurate entry into the accounting software.
• Develop and maintain vendor relationships; secure quotes, negotiate rates, and obtain nonprofit pricing.
• Reconcile vendor invoices and resolve discrepancies or outstanding encumbrances.
• Maintain a semi‑annual cost comparison list to ensure competitive pricing.

Inventory & Warehouse Coordination

• Track inventories for all locations.
• Receive, account for, and distribute supplies and orders to centers.
• Monitor inventory levels to avoid shortages or overstock.
• Coordinate with warehouse staff on receiving, storage, and dispatch of goods.
• Maintain accurate inventory and storage records.

Travel Coordination

• Arrange staff travel, including lodging and airfare, for agency‑related trips.
• Provide reservation confirmations and assist with any related issues.

Administrative Support

• File and distribute finance materials accurately and on time.
• Perform other duties as assigned.

General Staff Responsibilities:

• Participate in staff meetings, conferences, training sessions and workshops as assigned 
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency 
• Maintain congenial and respectful relations with staff, children, families, and community 
• Keep current and accurate records and file reports on time 
• Maintain confidentiality in regards to staff and family information 
• Maintain objectives and professional standards 
• Improve self‐skills and education 
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy 
• Be present at work in order to provide consistency of services 
• Be a contributory team member in a positive/productive manner 
• Demonstrate commitment to mission, values, and policies in the performance of daily duties 
• And or any other dutiesdeemednecessary by your supervisor 

Education Requirements:

• High School Diploma or equivalent with 5 years’ experience in an office setting or,

• AA degree with at least 2 years’ experience in an office setting

Experience and Skills Requirements:

• Experience in purchasing department
• Excellent organizational and analytical skills as well as an ability to communicate effectively with staff.
• Experience in using Microsoft Office
• Understand general office procedures
• Knowledge of correct grammar and punctuation

*Salary is commensurate with education and experience.

Physical Requirements:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Sit for long periods of time with daily use of computer screen;
• Ability to lift and/or move up to 50 pounds
• Do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high‐volume tasks such as bulk mailings, filing projects, etc.;
• Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary;
• Occasionally required to stand, walk and reach with hands and arms;

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment/Conditions:

• Work is normally performed in a typical interior/office work environment. Job tasks are performed in close physical proximity to other people

Safety:

Apply safe practices in the performance of duties

• Reporting of unsafe or hazardous working conditions and/or any injury immediately
• Complying with Agency safety standards
• Participate in emergency drills
• Promote a culture of safe environments in the workplace

Agency‐Wide Requirements:

• Current enrollment in the Child Care Division’s Central Background Registry
• Current physical examination, drug screen, and TB screen documentation prior to hire
• Ability to drive a private or Agency vehicle; must possess a valid driver's license and personal automobile or provide a plan that will allow fulfillment of position requirements. A DMV Record check will be conducted prior to hire
• Desire to work with low‐income children and their families
• Communicate effectively with staff, families, children, and the public using the telephone and in face‐to‐face, one‐to‐one, and in group settings
• Fluent in English both verbally and written

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.