Contracts and Procurement Specialist

Job Summary:

The Contracts & Procurement Specialist is responsible for purchase orders, check requests, travel requests or any other type of document that would be necessary to acquire goods and/or services from a supplier.

Essential Duties and Responsibilities:

• Processes Purchase Requests/purchase orders:

  • Verifies/gets approvals needed to purchase goods requested.

  • Makes purchases after determining best value and pricing.

  • Reconciles PO and receiving documents to invoice and sending to AP for payment processing.

  • Follows up on open POs for receiving documents & invoices.

• Processes Invoices/check requests:

  • Verifies/gets approvals that are needed.

  • Reconciles receiving documents & support for invoice/check requests.

  • Sends to Accounts Payable for payment processing.

• Processes Travel requests:

  • Verifies/gets approvals that are needed.

  • Makes travel arrangements that are needed.

• Maintains vendor relationships:

  • Evaluates competence of vendors and reviews their invoices for accuracy.

• Assists in administration of contracts and purchase orders with specific vendors.

• Assists in Maintaining/updating Purchasing Policies & Procedures, including education of staff.

• Assists Contract & Procurement Manager as needed.

• Assists the Accounts Payable Specialist.

• Performs other related duties as assigned.

• Maintains confidentiality.

• Must possess a valid Drivers License from New York, or a contiguous state (i.e., Connecticut, New Jersey, Pennsylvania, and Vermont) OR must have the ability to take ample public transportation to attend meetings in person in the community and in the office as needed.

Education and Experience:

• A Bachelors degree in Business Administration, Accounting, or related field is preferred. An associates degree is required.
• Three years of experience in a business office setting is required.
• Proficiency with the use of Microsoft Excel, Microsoft Office Suite, and other software products used for tracking the flow of information.
• Absolute sense of integrity and personal commitment to serving people with I/DD and their families.
• Excellent interpersonal, communication organization and demonstrated ability to manage multiple tasks simultaneously.
• Ability to work autonomously.
• Ability to set and meet deadlines.
• Ability to work in high-pressure situations.
• Technical writing skills required.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Demonstrate professionalism, respect, and ability to work in a team environment.