Corporate Services - Procurement Administrator

TITLE: Procurement Administrator

STATUS: Non-Exempt

REPORTS TO: Manager – Corporate Services

DEPARTMENT: Corporate Services

GRADE: 18H

PAY SCALE: $26.76 - $31.00 Hourly

GENERAL DESCRIPTION:

Manages, supports, and monitors the procurement program for credit union supplies, equipment, furniture, IT hardware/software and services. Provides support to Branch and Department employees for purchasing requests, online supply ordering website, equipment, furniture, and service needs. Performs and supports the invoice processing and reconciliation for monthly expenses, capital expenditures, tracking spreadsheets, preparation of fixed asset forms and accounting for all projects.  Oversee all procurement requests in the absence of the Manager.

TASKS, DUTIES, FUNCTIONS:

1. Support all Procurement activities to proactively identify, evaluate, and mitigate costs. Serve as a subject matter expert for Procurement.
2. Research and acquire competitive price quotations for purchases of; supplies, equipment, furniture, IT hardware/software, services, and projects per specifications. Maintain online supply ordering website and user access.
3. Oversees and supports all aspect for processing and reconciliation for expense and project invoice activities for Technology Infrastructure, Corporate Services, Corporate Security, and Facilities management using the online payment processing portal.
4. Maintain and complete project detail spreadsheets for all capital projects.  Prepare fixed asset forms for applicable purchases or expenditures.
5. Investigates and resolves invoice discrepancies with vendors.
6. Research and maintain current knowledge of equipment, furniture, and supply pricing.
7. Analyze and prepare requisition forms as assigned to ensure purchases meet corporate policy requirements.
8. Oversee department ticket system for procurement requests to ensure SLAs (Service Level Agreement) are achieved in accordance with time-frame specifications.
9. Ability to work collaboratively within the department, with business owners, and others outside vendors.
10. Monitor and maintain vendor performance to ensure compliance with all contractual terms and conditions.   Communicate with Management on recommendations to resolve vendor performance issues.
11. Operates independently and works towards improving member experiences and frontline service quality through process improvements, automation, or elimination.
12. Contribute to and make recommendations for the development of business processes, procedures, and delivery strategies for managing procurement processes.
13. Perform other duties as required, such as lead and/or contribute to special projects and initiatives that support the department and/or key focus areas of the organization.
14. Maintain a thorough understanding of state and federal laws and regulations related to credit union compliance including bank secrecy and anti-money laundering laws appropriate to the position.

PHYSICAL SKILLS, ABILITIES, AND EXERTION UTILIZED IN THE PERFORMANCE OF THESE TASK:

1.  Effective oral and written communication skills required to interact with credit union staff and management, negotiate vendor agreements and manage projects.

2.  Must possess sufficient manual dexterity to skillfully operate an on-line computer terminal and other standard office equipment, such as personal computer, multi-purpose copier and telephone.

3.  Must work independently with minimum direction and exhibit own initiative.

ORGANIZATIONAL CONTACTS & RELATIONSHIPS:

1. INTERNAL:      All levels of staff and management, including senior and executive-level leadership.
2. EXTERNAL:     Vendor key contacts and account managers, industry associates and others as needed.

QUALIFICATIONS:

1. EDUCATION:   Associate degree in supply chain management, business administration, finance or related work experience required. Bachelor’s degree preferred.
2. EXPERIENCE:  Minimum of four (4) years or more relevant experience in procurement or supply chain management in a financial institution or similar large-scale business.
3. KNOWLEDGE / SKILLS:

• Demonstrated/strong knowledge of procurement methodologies.  Research, analytical, and planning.
• Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint). Knowledge of online ordering processes.
• Excellent interpersonal and customer service skills; ability to negotiate, influence and build collaborative, cross-organization relationships, even in difficult situations.
• Must have strong communication (verbal and written) skills, including ability to convey complex situations and relationships concisely to management and executive level audiences.
• Strong organizational skills, with a high degree of initiative and ability to self-start and self-prioritize assignments and make timely and effective decisions.
• Solid work ethic and able to work effectively both independently and in a team environment.             

PHYSICAL REQUIREMENTS:

1.  Prolonged sitting throughout the workday with occasional mobility required.

2.  Occasional movements throughout the day with lifting, bending, and stooping.

3.  Ability to lift 20 lbs. as may be required.

4.  Corrected vision within the normal range.

5.  Hearing within normal range.   A device to enhance hearing will be provided if needed.

6.  Travel may be needed to accomplish tasks. Overnight travel is sometimes necessary.

LICENSES / CERTIFICATIONS:

• Relevant procurement certifications or credentials beneficial (e.g., Supply Chain Management)
• Valid CA Driver License

THIS JOB DESCRIPTION IN NO WAY STATES OR IMPLIES THAT THESE ARE THE ONLY DUTIES TO BE PERFORMED BY THIS EMPLOYEE. HE OR SHE WILL BE REQUIRED TO FOLLOW OTHER INSTRUCTIONS AND TO PERFORM OTHER DUTIES REQUESTED BY HIS OR HER SUPERVISOR THAT ARE WITHIN HIS / HER KNOWLEDGE, SKILL AND ABILITY AS WELL AS HIS / HER MENTAL AND PHYSICAL ABILITIES.

REV. 6/24/2024