Procurement Specialist

Position Purpose

This position ensures compliance with federal and organizational procurement requirements, including 2 CFR Part 200 (Uniform Guidance), 45 CFR Part 75, and Child Inc.'s procurement policies. The Procurement Specialist applies and documents the five federally recognized procurement methods, Micro-purchases, Small Purchases, Sealed Bids, Competitive Proposals, and Non-competitive Proposals, ensuring open and full competition to the maximum extent practicable. The role requires knowledge of federal grants management regulations, including procurement standards above the Simplified Acquisition Threshold, cost principles, and contract administration requirements. The position maintains procurement integrity across sourcing, vendor selection, and compliance monitoring, ensuring proper documentation and audit readiness. Additionally, the specialist supports daily purchasing functions, including acquiring materials and supplies, and reviewing and processing invoices for accuracy and compliance.

Essential Duties and Responsibilities

• Prepare Invitation to Bid notices for prospective materials suppliers required competitive, sealed bid process.
• Prepare proposals, request quotes, and negotiate purchase terms and conditions.
• Initiate new vendor set up process, contact vendors, and request W-9 forms and other required documents to complete the process.
• Accept and process purchase requisitions from various departments utilizing a purchasing software program and determine source of supplies and/or materials requested. Follow purchasing guidelines and procedures to obtain best possible prices.
• Ensure items are signed for and proof of receipt is obtained and documented.
• Acquire all required signatures before processing purchase order requests.
• Determine account coding and input purchase requisitions to create purchase order/requisition forms to document expenditure obligations. Coordinate with designated Fiscal Office staff for signature and final approval.
• Place orders, including food orders, according to purchasing/bid procedures.
• Receive merchandise and vendor invoices and following internal department process for tracking items and preparing and processing payments.
• Monitor supplier performance to assist with resolving issues or concerns in a timely manner.
• Research all outstanding or unpaid invoices.
• Assist with vendor statement reconciliations.
• Receive and inspect all incoming deliveries to evaluate the quality of purchased items. Work swiftly to resolve any shortcomings.
• Coordinate with appropriate staff to tag and enter equipment inventory items into departmental data tracking system.
• Prepare reports and maintain accurate inventory and procurement records.
• Evaluate products and suppliers according to key business criteria.
• Coordinate with appropriate staff to set up delivery schedules and maintain warehouse stock.
• Assist with reconciliation of equipment inventory and general ledger.
• Comply with all agency policies, procedures, and regulatory standards.

Professionalism

• Assure confidentiality of all our agency, staff, and family information by limiting conversations about and accessibility to records.
• Maintain professional boundaries in relationship to staff and families.
• Complete all required paperwork and reports by assigned deadlines.

General Knowledge, Skills and Abilities

• Good working knowledge of purchasing strategies.
• Strong analytical thinking and problem-solving skills.
• Knowledge of Electronic Requisitioning, Purchasing and Encumbrance software or proven ability to learn complex computer systems.
• Maintain strong working relationships with other agency staff and partners.
• Knowledge of Head Start Standards and federal, state, and local regulations as they apply to grant funded program mandates.
• Knowledge of budget implementation for various programs.

Minimum Qualifications:

• High school diploma or GED required, Associate degree preferred.
• Strong computer skills including Word, Excel, and PowerPoint; experience with Abila and ADP, is preferred.
• 2+ years of experience as a purchasing specialist or in a similar role or Purchasing Certification preferred.
• Proficiency in Microsoft Office and with business application software, purchasing, and resource planning systems.
• Team player with strong organizational skills.
• Must be able to type 60-70 wpm and operate calculator by touch.