Procurement Officer

Responsible for performing a variety of purchasing duties and providing support to the Operations Services Procurement Team. Processes purchase orders and requisitions, tracks and maintains warehouse inventory, reviews and reconciles invoice, maintains files, and places orders as needed. Completes related reports and documentation as required. Maintains professional relationships with vendors. Prepares contracts for attorney review. Researches and analyzes product and supply vendors , including cost vs. benefit analysis, develops vendor/supplier sources and assists in negotiating contracts. Assists in developing and implements purchasing policies, procedures, and systems and ensures that functions are conducted in accordance with them. Ensures that purchases are of acceptable quality at the least possible cost. Conducts due diligence in the third party relationship program including reports. Researches purchasing related questions and performs miscellaneous purchasing functions as assigned.

Good organizational skills, accuracy and efficiency are vital to the successful execution of this position. Attention to detail and an understanding of the Purchasing Policy.

1. Responsible for the effective and accurate performance of assigned purchasing functions.

a. Performs costs verses benefit analysis reports for review
b. Uses approved methods to ensure purchases are made properly
c. Maintains warehouse stock and coordinates reorders of forms, envelopes and supplies
d. Reviews, codes and prepares invoices for approval
e. Maintains and tracks vendor payments
f. Reviews purchasing processes and procedures
g. Tracks maintenance of small office equipment
h. Purchasing website administration and general use
i. Prepares monthly reports
j. Maintain purchasing systems for branch and department end users
k. Completes supply orders for new branch set up
l. Maintains and completes projects in a timely manner
m. Other miscellaneous purchasing duties as assigned

2. Responsible for assisting in the Third Party Relationship (TPR) program and development. Assists in the purchasing policies, procedures, and systems.

a. Coordinates and generally assists department manager in the completion of product/supply vendor reviews
b. Assists in obtaining documentation required for due diligence from product/supply vendors
c. Generates reports for management as needed.

3. Responsible for establishing and maintaining effective, professional business relations with vendors and service providers.

a. Researches, analyzes, and oversees assigned vendors/suppliers to ensure that supplies, equipment, and services are of acceptable quality, competitively priced and delivered timely.
b. Obtains and conveys information courteously and promptly
c. Maintains and projects a professional relationship with vendors and suppliers
d. Maintains vendor relationship confidentiality
e. Coordinates new initiatives and reviews supply chain management
f. Maintains updated list of vendors and alternates
g. Coordinates contract review processes with attorneys
h. Prepares requests for proposals (RFP’s) for products
i. Prepares and analyzes bids.
j. Oversees purchase order preparation, quotation preparation, and related analyses
k. Performs product analyses and selection
l. Places equipment service calls

4. Responsible for establishing and maintaining effective coordination, communication, and working relations with Credit Union personnel and with management.

a. Assists and supports branch and department personnel as needed. Resolves requests, questions, and problems promptly.
b. Keeps management informed of area activities and of any significant problems.
c. Provides recommendations to improve productivity, ensure quality supplies and equipment, and meet bottom line requirements.
d. Coordinates sourcing and changes to supply needs with branches and departments
e. Sets up and trains branches and departments for procurement

5. Responsible for related duties as required or assigned.

a. Keeps work area clean, secure, and well maintained
b. Completes special projects as assigned
c. Performs miscellaneous clerical functions
d. Performs special purchasing projects
e. Attends and participates in meetings as required
f. Attends and participates in committees as required
g. Other duties as assigned

PERFORMANCE MEASUREMENTS:

1. Document preparation, including RFP’s, purchase orders and requisitions, are accurate and complete.
2. Reports are correct and submitted timely.
3. Documentation is suspended properly.
4. Good working relations exist with Credit Union personnel.
5. Management is appropriately informed of area activities.
6. Vendor/supplier sources are effectively researched. Quality, low cost, and reliable sources are developed. Alternate sources are maintained. Good working relations exist with vendors/suppliers.
7. Purchasing functions are efficient, effective, and conducted in accordance with established policies and procedures.
8. Purchasing systems, forms, and policies are regularly reviewed and updated as needed.
9. Purchasing documentation, records, orders, etc., are complete, accurate, and timely.
10. Management is appropriately informed of area activities and of any significant concerns. Suggestions for improved effectiveness are provided.
11. Effective working relations and coordination exist with branch and department personnel. Assistance is provided as required.

Training/Education/Certification:

• High school graduate or equivalent.

Required Knowledge:

• Knowledge of purchasing and inventory policies and procedures.
• Familiar with required computer applications.

Skills/Abilities:

• Well organized
• Strong typing abilities
• Strong math skills
• Strong communication skills
• Efficient and attentive to detail
• Strong computer skills including:
o Outlook
o Excel
o Word