Purchasing Specialist (FIN147) in New York, NY at Volunteers of America Greater New York

Date Posted: 11/21/2019

Job Snapshot

Job Description

Volunteers of America, Inc. (VOA, Inc.) is a national, faith-based human services organization that was founded in New York City in 1896 and has remained at the forefront of social service ever since, helping individuals and families in need overcome obstacles to living safe, healthy and productive lives in the community. The largest of the affiliates, Volunteers of America-Greater New York (VOA-GNY) serves tens of thousands of men, women, and children in need every year, through 80 programs staffed by 1,300 skilled and dedicated staff, throughout New York City, Westchester County and Northern New Jersey.

VOA-GNY’s life-changing, often life-saving work impacts the lives of individuals and families who are homeless and those at risk of homelessness, families recovering from domestic violence, children with developmental delays, individuals living with HIV/AIDS or behavioral health issues, older adults and veterans struggling to reintegrate. VOA, Inc. is one of the largest providers of permanent, supportive housing in the United States. VOA-GNY is the largest provider of supportive housing for veterans in New York, and is committed to addressing the needs of the community with compassion, creativity, respect, and therapeutic models that inform our work.

The Purchasing Specialist is a point person for agency-wide purchasing issues and accounts. You will administers the Purchase Order system, Fixed Assets system, provides user support and promotes adherence to Purchasing policy & procedure. You will act as a purchasing liaison between programs and Finance to promote efficient and timely resolution of purchasing issues and works with your supervisor to establish and achieve departmental goals in accordance with agency standards and timelines.

Minimum Qualifications:
Bachelor's degree with at least two years of related experience. Ability to communicate effectively, including in writing. Strong computer skills are required, including Excel. An ability to master new software is required (presently Basware and Microix are used with alternatives under review). Sound judgment and critical thinking skills are necessary. A zeal for learning, applying, and in turn teaching colleagues is critical.


Supervisory Role:
This position does not have supervisory responsibilities.

Principal Responsibilities:
The below enumerated principal responsibilities are inclusive of both program specific and firm-wide related administration, as applicable.

1. Daily administration of the Purchase Order system. Provide both technical and procedural support to agency users for PO system. Assist
System Integration and Purchasing Manager in writing and updating user manuals; and coordinating staff training
2. Coordinate technical issues, fixes and enhancements with PO system provider. Become a “super user” and teacher.
3. Maintain and manage user accounts, user controls and permissions, and approval rules.
4. Provide support in establishing and monitoring best value vendor relationships. Appraise products and services.
5. Oversee administration of major accounts such as Home Depot, FedEx, Fleet Enterprise and Wex Bank, including online purchasing
systems and departmental invoicing.
6. Monitor program purchasing, advise Purchasers of proper vendors, pricing and purchasing practices.
7. Assist with RFP process as periodically needed in supporting role to System Integration and Purchasing Manager.
8. Administer the agency’s fixed assets program, currently RAM. Facilitate business office reconciliation of purchasing and fixed assets
systems. Attend program reviews to review fixed assets as well as other departmental sections.
9. Assists SIPM with preparing updates to purchasing policies (quarterly Product Reference Lists, annual reviews).
10. Other assigned tasks, as required.

Expected Results of Principal Responsibilities:

1. Ensures smooth operation of agency-wide purchasing system; ensures users have necessary training and resources.
2. Maximizes PO system return on investment (“ROI”) and enhances user experience by promoting new features and reporting tools.
3. Administers purchasing controls and prevents fraud.
4. Maximizes best value vendor relationships, by ensuring contract adherence, internally and by vendor.
5. Administers operation of critical agency-wide accounts such as Home Depot, FedEx, Fleet Enterprise and Wex Bank. Increases efficiency,
reduces late fees and penalties by monitoring vendor payments as necessary.
6. Ensures compliance with VOA and funder-defined procurement guidelines. Provides enhanced reporting and tracking.
7. Increases Program and Divisional efficiency by assisting with bid procedure.
8. Minimizes audit exposure by ensuring accuracy of fixed assets record.
9. Policies are updated and accurate.

Work Environment:
While performing the duties of the job, the employee will be in an office environment performing administrative work.

Physical Demands:
While performing the duties of the job, the employee is regularly required to have visual acuity, talk and hear while communicating with peers and/or vendors. This position is sedentary and requires sitting for long periods. The employee must occasionally lift and/or move items up to 25 pounds.

Position Type:
This is a full-time position.

Make a living by making a difference. Apply online today! Volunteers of America is an Equal Opportunity Employer/Vets/Disabled.