Purchasing Specialist

GENERAL OVERVIEW:

The Purchasing Specialist works under the immediate supervision of the Finance Manager to assist members, participating entities, and vendors to successfully complete the purchasing process. The Purchasing Specialist is an integral part of one of the four support teams which are a part of the CES Business Department. The support team will provide excellent, timely communication to resolve any issues that arise during the purchasing process. Must be highly organized, detailed oriented and versatile in various business applications. They will be integral in the preparation of purchasing orders and invoices. In addition, will be verifying CES contracted prices to vendor quotes, verifying/gathering documents to comply with various procurement requirements, and the timely processing of CES purchasing documents. Additionally, the Purchasing Specialist acts as intermediary to resolve issues between CES customers and vendors. The Purchasing Specialist will respond to inquiries via telephone and email in a timely and professional manner. They will also provide regular updates to staff and peer-to-peer training will be required to support the CES mission of supporting its customers with exceptional support. The Purchasing Specialist is responsible for entering data into appropriate CES software programs for accurate accounting. From time to time, the Purchasing Specialist may assist other departments with accounts receivable and accounts payable. The Purchasing Specialist is expected to adhere to all CES Board Policies and Administrative Regulations.

MINIMUM REQUIREMENTS:

High School Diploma or equivalent.

Three (3) years of experience in accounting, bookkeeping, procurement, or related administrative field; or successful completion of Bachelor’s degree in a related field from an accredited institution may be substituted for up to 3 years of experience.

Must be able to pass a background check.

PREFERRED BACKGROUND:

Preferred background is subject to change from time to time to meet the needs of the organization.

Associates degree in accounting or related area

Experience in purchasing and procurement

Experience with MS Dynamics software

KNOWLEDGE/ TECHNICAL SKILLS/ ABILITIES

Knowledge of and demonstrated ability to follow the State Procurement Code, NM Public Works Act, Department of Workforce Solutions regulations and all other state statutes and regulations pertaining to public procurement. Demonstrated knowledge of Microsoft Dynamics GP or BC accounting software, ImageSilo, and FileMaker Pro.

Intermediate computer skills.

Good telephone etiquette.

Excellent customer service skills.

Ability to communicate effectively, both orally and in writing.

Basic knowledge of Microsoft Office 365 tools (Excel, Word, Outlook, SharePoint, One Drive, Teams) and Adobe PDF.

Ability to adapt to new software or programs.

Ability to think independently.

Ability to analyze situations and propose solutions.

Ability to handle multiple tasks in a busy environment and prioritize workload to complete tasks.

Ability to interact professionally with all levels of CES staff, customers and vendors and work in a team setting.

GENERAL JOB INFORMATION

Equipment Used in Performing Job (including but not limited to):

Microsoft Operating system and CES specific software

Copier, fax, and scanner

Multiline phone

Dual/triple monitors

Calculator

Physical Requirements/ Work Environment (including job hazards):

A Standard office environment is provided. Position requires sitting, walking, and typing throughout the day. Extended time spent on the computer doing data entry and creating spreadsheets and/or creating complex documents. Close visual acuity to detailed numbers. Must be able to lift a minimum of 30 lbs.

ESSENTIAL JOB TASKS:

All tasks are performed in accordance with established policies, procedures, safety and environmental regulations and computer security guidelines. Tasks are subject to change from time to time to meet the needs of the organization

Purchase Order Processing:

• Verify contract compliance on incoming purchase orders.
• Confirm that CES fee is charged.
• Obtain copy of quote to member as needed.
• Use RS Means and Gordian to verify certain construction pricing.
• When applicable, request a State Wage Decision and payment performance bonds.
• Enter appropriate data into CES accounting system and electronic file.
• Email approved PO to vendor.
• Enter PO information in FileMaker Pro.
• Notify vendor and or member if purchase order is not completed correctly or is lacking any information.
• Ensure that all required paperwork is received at set points in the purchasing process.
• Follow current CES Direct Purchase instruction manual.

Invoice Processing:

• Enter invoices into Procurement in FileMaker Pro.
• Match invoice to purchase order in file.
• Verify invoice matches quote and purchase order.
• Create an invoice for the member.
• Submit invoice edits to supervisor to review and post.
• Email invoice to member.
• Call or email vendor and customer if invoice cannot be processed as presented.
• Create and email CES fee invoices to vendors using Direct Purchase model.

Receipt Processing:

• Receive and process payment receipts daily.
• Prepare payments (A/P) and cash receipts for processing and posting and reviews accounts receivable reports.
• Using FileMaker, locate correct receipt and enter information.
• Ensure that all invoices are listed correctly and equal receipt total and receipt summary.
• Print receipt for each electronic packet and enter payment received in FileMaker Procurement in note section.
• Enter in Image Silo workflow when complete.

Customer Service:

• Customer Service is paramount to CES’ success.
• Answer phone calls rather than letting calls go to voicemail.
• Respond to voicemail and emails within two business days.
• Interact daily with members and vendors to research and resolve any issues.
• Review A/R reports as needed.
• Make collection and customer service calls when necessary.
• Assist other Purchasing Specialists as needed to answer questions and maintain processing time schedules.

REGULAR JOB TASKS:

Additional Programs:

• Medicaid, and REAP invoices on a monthly basis.

(Programs are attended to by specific Purchasing Specialists, not by all.)

Meeting Requirements:

• Attend meetings and conferences as required.
• Represent CES at certain statewide conferences and meetings.
• Participate, as needed, in vendor interviews prior to contract awards being issued.

Business Office - General:

• Maintain electronic files and various required Excel spreadsheets.
• Perform other related duties as assigned
• Assist other CES staff as appropriate and necessary.

Every attempt has been made to provide a fair representation of the job. It is not possible, or advisable, to list every duty and/or responsibility in detail. The job includes the requirements, general or specific; preferences; and essential functions listed above, in addition to any other duties as required by the immediate supervisor. Additionally, all information contained within this job description is subject to change, as may be necessary from time to time, to meet the evolving needs of CES.

Cooperative Educational Services (CES) is committed to full compliance with the Americans with Disabilities Act (ADA) as amended by the Americans with Disabilities Act Amendments Act (ADAAA), and Section 504 of the Rehabilitation Act of 1973, which prohibit discrimination against qualified person with disabilities, as well as other federal and state laws pertaining to individuals with disabilities.

In accordance with the American with Disabilities (ADA) and Section 504 of the Rehabilitation Act of 1973, Cooperative Educational Services (CES) offers reasonable accommodations to employees and applicants with physical and/or psychological disabilities.

Job Type: Full-time

Pay: $46,852.00 - $51,654.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $46,852 - $51,654