Procurement Agent

About Carey Counseling:

Carey Counseling Center, Inc. was established in 1970 as a not-for-profit community behavioral health center. We are dedicated to serving Northwest Tennessee by offering a full range of community-based, behavioral health services. Our staff is made up of highly-trained, caring professionals who are dedicated to helping individuals and families in our communities cope with mental illness, while contributing to the overall health of our communities. Carey’s commitment to providing leading edge technology in behavioral health services has established the corporation as one of the most respected community mental health centers in West Tennessee.

Summary:

The position of Purchasing Coordinator reports to the Director of Finance and is responsible for identifying suppliers, researching goods and services, processing purchase orders, and verifying delivered items. As a purchasing agent you are required to critically assess suppliers, products, and services, and negotiate the best possible rates. Ultimately, a purchasing agent has a keen sense of business and maintains meticulous transaction records.

Job Duties:

1. Researching and comparing suppliers, goods, and services. Selecting the most suitable suppliers in terms of reliability, product quality and cost-efficiency.
2. Proactively establishing new vendor accounts with required vendor information (W-9 form) and ensure all of Carey’s supplies (new and existing) have Carey’s most current information (tax exemptions, shipping locations, contacts).
3. All grants and contract billings completed by the 13th of the following month.
4. Monitoring inventory levels and determining purchase needs using coordination with Operations Manager and/or other staff.
5. Requesting cost proposals/estimates as directed, negotiating contracts and prices, and preparing and processing purchase orders, if needed, with the approval from the Director of Finance or the CFO.
6. Preparing daily deposits for CAREY and CHDC maintaining a < 2% error rate.
7. Coordinate with Accounts Payable regarding maintaining records of all transactions, purchase orders, receipts, and payments. Documents should be sent to AP within 2 days of purchase and/or receipt with any pertinent data for proper coding.
8. Scheduling and verifying purchase deliveries using coordination with Operations Managers and/or other staff. 
9. Building and maintaining positive, long-term supplier relations.
10. Review purchase requests for grant program operating supplies and equipment (other that IT). Locate and select vendors, obtain quotes, and place orders. Review invoices and submit to AP. In coordination with Operations Managers, IT, and other staff as appropriate, maintain tracking log on program equipment and supplies purchased.
11. Ensure that capital assets are properly labeled and assist with the development of justification data for capital expenditures and depreciation.
12. All staff are responsible for assisting personnel, clients, visitors or any individuals who appear to need assistance exiting the facility.
13. Follows all guidelines outlined in the CAREY Policies and Procedures Manual including Corporate Compliance Policies.
14. Is expected to have regular and predictable attendance and the ability to work cooperatively with others.
15. Other assigned duties by supervisor or management to meet the needs of the organization.

Position Qualifications:

Associate’s degree in business, procurement, or a related field with 1 year of experience or high school diploma/GED with 2-3 years of experience in a similar position required. Excellent communication and negotiation skills. Strong organization and documentation skills. Strong research and analytical skills. Requires valid State of Tennessee Driver’s License and State required insurance. Requires understanding of basic principles of business, accounting, purchasing, and planning. Effectively communicates verbally and in writing where information includes precise data and terminology, possibly of a confidential nature.