Purchasing Coordinator

We are Hiring! 

Job Posting: Purchasing Coordinator

Location: Rochester, NY

Department:  Administration

Employment Type: Full-Time

Schedule:  Mon-Fri, 40 hours

Salary: $22.00-23.00/hr. DOE

As a regional agency of Catholic Charities of the Diocese of Rochester, Catholic Charities Family and Community Services (CCFCS) has been serving our community for over 100 years. We walk with people when they are at their most vulnerable as they journey toward independence to reach their full human potential, advocate for those in need throughout all stages of life; and work in partnership with faith communities of all denominations and those who are committed to addressing local needs.

If you’re looking for an opportunity to express and explore your passion for helping others, then join a team that truly makes a difference DAILY, in people's lives. Don't miss out on being a part of something special!

General Description

Under general supervision, the Purchasing Coordinator is to assist with purchasing products and services for the agency. The job responsibilities include, but are not limited to, processing purchase requisitions, preparing and placing Purchase Orders with suppliers, tracking status of orders, product sourcing, preparing RFQs/RFPs for suppliers and reviewing proposals that may include negotiating prices. The position should also proactively identify opportunities to improve purchasing policies and procedures as well as document them and look for ways to save the agency money. The candidate effectively supports ongoing and collaborative communication amongst all program staff and is responsible for ensuring a trauma informed care environment.

Essential Duties and Responsibilities

• Processes general day-to-day purchase requests submitted by Agency staff and determines the optimal and most cost-effective option(s) available from supplier for product/service
• Participates in new vendor/contractor selection, onboarding, credentialing, and entry into Purchasing Department systems
• Following Agency Purchase of Goods and Services policy, obtains and refines a Scope of Work from the requesting party and uses same to produce a Request for Quote/Request for Proposal to submit to vendors in solicitation of bids
• Creates Purchase Orders and submits them to vendors
• Routinely monitors open Purchase Orders to review receiving status/fulfillment by vendor and proper financial accounting
• Provides general data entry into Financial Edge accounting software and other databases for all programs, as assigned
• Resolves vendor invoice discrepancies with Accounts Payable team
• Actively identifies and reconciles data input and documentation discrepancies within vendor records through analysis
• Serves as a direct liaison to the Finance staff regarding expense management review for program related expenses
• Participates in the maintenance of departmental Standard Operating Procedures, knowledge base material, and directories
• Participates in relevant Agency meetings and/or trainings
• Actively pursues development of professional competencies related to job role performance through reading, supervision, in-service training and attendance at conferences and workshops
• Demonstrates awareness and active support of the Agency's Mission, Vision, Values and Strategic Plan - including, but not limited to, supporting the Agency's Core Competency initiatives of being Collaborative and Community Focused, Innovative and Entrepreneurial, and Culturally Competent and Diversity minded.  
• Other duties as assigned

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive. Employees are required to follow appropriate supervisory directions and perform other related duties as required.

Qualifications

Education: A minimum of Associate’s Degree attainment in Business or Accounting disciplines. 
Credentials: CPM / CPSM professional certification is preferred (but not required).
Experience: A minimum of 2 years of experience general Purchasing/Supply Chain, Business, or Accounting acumen. Practical knowledge of general purchasing/accounting software applications. Strong customer service, interpersonal, and written/oral communication skills.  

An equivalent combination of education and experience will be considered.

Physical Demands/Work Environment: The physical demands/work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, use hands to type and/or perform light lifting. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus. The noise level in the work environment is usually quiet.

Compliance: Adheres to all applicable federal and state laws and regulations including, but not limited to, those governing confidentiality, privacy, program, billing, and documentation standards. All duties must be performed in accordance with CCFCS’s corporate compliance & ethics program. 

Top Benefits and Perks:

• Competitive salary and 403b retirement plan 
• Generous time off package and work-life balance 
• Comprehensive benefits package 
• Supportive and collaborative environment 
• Opportunities for growth and development 
• Intrinsic reward of truly making a difference in people's lives 

Join us and help make a positive impact on our community!

***Catholic Charities is committed to leveraging the talent of a diverse workforce to create great opportunities for our agency and our people. EOE/AA Disability/Vet