Operations and Procurement Coordinator

JOB DESCRIPTION

TITLE:                               Operations & Procurement Coordinator

CLASSIFICATION:           Administrative Specialist V

SALARY RANGE:             $33,800 - $51,431

SUPERVISOR:                  Director of Healthcare Information Management

DEFINITION:

This is responsible professional and administrative work involving the planning, coordination, oversight, and administration of procurement, inventory management, supply distribution, food service purchasing, residential revenue tracking, and related operational support activities for the Authority. The Procurement and Inventory Specialist serves as the central point of accountability for purchasing operations, inventory control, vendor management, supply chain activities, food and meal tracking, rent collection monitoring, and fee-for-service revenue tracking.

This position ensures efficient and cost-effective acquisition, distribution, and accountability of goods, supplies, equipment, food products, and services while maintaining compliance with applicable federal, state, local, grant, and agency requirements. The employee works collaboratively with program directors, residential staff, fiscal staff, vendors, and leadership to support the operational needs of all Carastar programs and facilities.

DESCRIPTION OF DUTIES:

Procurement Administration

• Serve as the Authority's primary procurement official.
• Coordinate and oversee agency-wide procurement activities.
• Develop, implement, and maintain procurement procedures and best practices.
• Review and approve procurement documentation for compliance with agency requirements.
• Coordinate Requests for Proposals (RFPs), Requests for Quotes (RFQs), Invitations to Bid (ITBs), and other competitive procurement processes.
• Ensure procurement activities are conducted in accordance with applicable federal, state, local, and grant regulations.
• Maintain procurement files and documentation to support audits, monitoring reviews, and compliance requirements.
• Monitor procurement activities to ensure purchases remain within approved budgets and funding restrictions.
• Maintain purchasing records and monitor procurement trends to identify cost-saving opportunities.

Inventory and Supply Chain Management

• Coordinate and manage agency-wide inventory systems for all Carastar offices, and programs.
• Conduct and document quarterly physical inventories of supplies, food inventory, equipment, and designated agency assets.
• Maintain accurate inventory records and tracking systems to ensure accountability and effective utilization of resources.
• Monitor inventory levels and usage patterns and ensure adequate supplies are available across all programs and facilities.
• Order, receive, stock, distribute, and track office supplies, program supplies, housekeeping supplies, food products, and operational materials.
• Establish and maintain inventory control procedures designed to minimize waste, loss, shortages, and overstock conditions.
• Investigate inventory discrepancies and implement corrective actions as necessary.
• Prepare inventory reports, usage analyses, and recommendations for leadership review.
• Coordinate distribution of supplies and equipment throughout the Authority's service locations.

Vendor and Contract Management

• Develop and maintain relationships with vendors, contractors, and service providers.
• Maintain approved vendor files and vendor performance records.
• Participate in vendor evaluations and recommend vendor selections based on quality, service, compliance, and cost effectiveness.
• Monitor contract performance and coordinate contract renewals as appropriate.
• Assist leadership with contract negotiations and procurement planning activities.
• Ensure vendors meet contractual obligations and agency performance expectations

Food Service and Meal Tracking

• Coordinate procurement of food supplies and dietary products for residential and program operations.
• Serve as liaison between Carastar and food vendors and contractors..
• Monitor food deliveries and ensure compliance with agency requirements.
• Maintain accurate records of meals prepared and delivered by food contractors.
• Track daily, weekly, and monthly meal counts for residential and program locations.
• Prepare meal service reports and supporting documentation for management review, billing verification, and compliance purposes.
• Monitor food inventory levels and coordinate replenishment activities to ensure uninterrupted meal service.

Residential Revenue Tracking and Collections

• Collect and maintain records of residential rent payments for residential programs in accordance with agency policies.
• Track resident rental accounts, payment histories, balances due, deposits, and related financial records.
• Monitor fee-for-service payments and maintain supporting documentation for services rendered.
• Coordinate with Fiscal Affairs staff regarding rent collections, fee-for-service revenues, deposits, and account reconciliations.
• Follow established procedures regarding resident payment accountability and documentation.
• Prepare monthly reports related to rental income, fee-for-service collections, outstanding balances, and occupancy data.
• Maintain confidentiality of resident financial information and records.

Fiscal and Operational Support

• Collaborate with Fiscal Affairs staff to ensure procurement, inventory, rental, and fee-for-service transactions are properly documented and processed.
• Analyze purchasing trends and recommend cost-saving opportunities and procurement efficiencies.
• Prepare procurement reports, expenditure analyses, vendor utilization reports, inventory summaries, meal reports, and revenue tracking reports.
• Support departments with procurement planning and budget forecasting.
• Assist with asset management and surplus property activities.
• Participate in audits, monitor reviews, and compliance activities involving procurement, inventory, and financial accountability functions.

Compliance and Risk Management

• Ensure procurement, inventory, food service, and revenue collection activities comply with applicable regulations and agency policies.
• Conduct periodic reviews of procurement and inventory activities to identify compliance risks and operational improvements.
• Assist with internal and external audits, grant monitoring visits, and financial reviews.
• Develop and maintain controls designed to safeguard agency resources and promote accountability.
• Provide training and guidance to staff regarding purchasing procedures, inventory management, and supply accountability.

Administrative Support

• Develop and maintain procurement forms, procedures, and reference materials.
• Assist with special projects assigned by the Chief Financial Officer.
• Crosstrain on departmental duties to provide support as needed.
• Perform related work as assigned.

REQUIREMENTS:

• Considerable knowledge of procurement, purchasing, contract administration, and vendor management principles.
• Knowledge of federal, state, local, and grant-funded procurement requirements.
• Knowledge of budgeting, financial management, and internal control practices.
• Ability to interpret procurement regulations, contracts, policies, and procedures.
• Ability to analyze data and prepare detailed reports and recommendations.
• Ability to establish and maintain effective working relationships with staff, vendors, governmental agencies, and community organizations.
• Proficiency in Microsoft Office applications, spreadsheets, databases, and financial management systems.
• Ability to communicate effectively both orally and in writing.
• Ability to readily learn and apply agency procurement procedures and requirements.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Principles and practices of adult learning and workforce development.
• Employee training and professional development methodologies.
• Human resources policies, procedures, and employment practices.
• Training management systems and learning technologies.
• Regulatory and compliance training requirements.
• Data collection, reporting, and program evaluation methods.

Ability to:

• Develop and deliver engaging training programs.
• Communicate effectively both verbally and in writing.
• Establish and maintain effective working relationships with employees, supervisors, and external partners.
• Organize multiple projects and training initiatives simultaneously.
• Analyze training needs and recommend effective solutions.
• Maintain accurate records and prepare detailed reports.
• Utilize Microsoft Office applications and learning management systems effectively.

QUALIFICATIONS:

Minimum Qualifications: Associate degree in Business Administration, Accounting, Finance, Supply Chain Management, Procurement, Public Administration, or a related field, plus three years of progressively responsible related experience.

OR

High school diploma or equivalent plus five years of progressively responsible experience in procurement, purchasing, contract administration, accounting, fiscal operations, inventory management, or business operations.

Preferred: Bachelor’s degree in a related field and experience with governmental, healthcare, nonprofit, or grant funded procurement.

Experience with governmental procurement, healthcare procurement, behavioral health organizations, nonprofit organizations, or grant-funded programs preferred.

Professional procurement certification such as CPPB, CPPO, or related certification preferred.

Must hold a valid Alabama Driver's License and maintain a driving record acceptable to the Authority's insurance carrier. Must maintain liability coverage on personal vehicles.