Procurement Specialist

Job Description

Job Description

Description : Job Purpose

Three Square works closely with the Nevada Department of Agriculture to administer and operate The Emergency Food Assistance Program (TEFAP) on behalf of the U.S. Department of Agriculture (USDA). TEFAP foods are central to Three Square’s procurement efforts and vital to our network of agency partners providing a healthy variety of products to neighbors in need. The Procurement Specialist administers front-line, effective customer service and acts as a liaison between Three Square and the Nevada Department of Agriculture. The Procurement Specialist will oversee the procurement of TEFAP entitlement, bonus offerings, turn-back TEFAP bonus, and other federal commodities as they are made available to states. The Procurement Specialist may also work closely with the Procurement Manager and Purchasing Agent in the Procurement, and spend-down of certain government grant budgets, of foods with reimbursable costs.

Job Duties :

• Build rapport, mutual trust and respect with the NDA through timely communication, policy and programmatic comprehension.
• Work with the Procurement Manager to procure desired TEFAP & grant foods with consideration of agency partner feedback on food choices and preferences, as well as with consideration of other products and foods available through additional funding streams.
• Contribute to the annual food purchasing plan and calendar.
• Schedule arrivals / delivery of foods for trucks through special software.
• Gain proficiency in Three Square’s inventory system, CERES.
• Gain proficiency in Three Square’s procurement software.
• Communicate effectively with the warehouse and distribution teams to maintain full understanding of foods that have been ordered, order processing status, and delivery windows.
• Maintain a positive work environment by conducting all communication with colleagues, supervisors, interns, and volunteers in a professional, friendly, and helpful manner.
• Be articulate and concise in communication, whether it is in speaking or in writing
• Contribute to Three Square’s risk management and mitigation efforts by understanding program rules and regulations, identifying and reporting variances and implementing corrective action steps as directed. Bring new ideas to manager to further reduce risk, increase efficiency and improve work conditions.
• Manage all paperwork and monthly reporting pursuant to federal programs, and grant requirements
• Assist in gathering information / data as needed for interdepartmental use or other reporting requests.
• Perform other job functions as requested or assigned.

Requirements : Qualifications

Experience and Education

One to two years of procurement experience, logistics or compliance support experience preferred, or any combination of education, training and customer service experience that demonstrates the ability to perform the duties of the position.

Abilities

Must possess outstanding communication skills with the ability to effectively communicate verbally and in writing. Ability to present and respond to questions and / or feedback from groups of Agency Partners, clients and the general public is needed. Must be able to exercise leadership in various external relationships. Requires the ability to respond in a timely manner to the needs and requests of others internally and externally, ability to determine tasks, set priorities and goals, manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work. Requires the ability to work independently in the field without supervision. Requires the ability to solve practical problems and deal with a variety of variables in situations where limited standardization exists.

Working Environment

This position is in a traditional office environment at Three Square and occasionally visiting our partners at their pantries or sites. The Procurement Specialist will use a computer and phones extensively and drive occasionally for work so time management and the ability to keep track and follow up is required. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.

Skills Required :

Basic Skills : Critical thinking, basic math to include adding, subtracting, multiplication and division; ability to read and comprehend instructions, correspondence and emails; must possess strong attention to detail. Bilingual in Spanish is a plus.

Social Skills : Actively listen to others and demonstrate understanding of other points of view. Consistently provide ideas, opinions, or information in an articulate, professional way. Must have the ability to maintain constructive relationships, demonstrate respect for everyone and have experience working with diverse populations. Requires the ability to diffuse situations before potential conflict arises, take initiative to identify and act on potential problems. Must have the ability to deal constructively with conflict and resolve conflicts directly by actively promoting and gaining cooperation from others. Able to make consistent decisions that resolve problems appropriately. Must be able to effectively work in a team atmosphere.

Resource Management Skills : Excellent time management skills. Ability to set and meet deadlines, work independently and as part of the Three Square team.

Computer Skills : Proficient in Outlook and Windows based computer software, with an emphasis on spreadsheets, word processing and database management mandatory.

Other : Must maintain safe driving record, current vehicle insurance and the ability to use their personal vehicle for business. Manages confidential information. Regular and consistent attendance is required. Will be assigned other duties as necessary. Employee must be able to pass a criminal background check and drug and alcohol screening.