Purchasing Associate

General Purpose

The Purchasing Associate supports the daily operations of the Purchasing Department by assisting with daily data entry for purchasing activities, receiving and documenting goods, maintaining accurate records and supporting inventory and distribution processes. This position helps ensure that supplies and services are ordered, tracked and delivered efficiently while maintaining accurate purchasing, receipt and inventory documentation in support of organizational operations.

Duties and Responsibilities:

• Provide daily administrative support to the Purchasing Supervisor and the Purchasing Department.
• Assist with routine purchasing tasks, documentation, and data entry
• Receive and document goods shipped directly to the Purchasing Department
• Distribute purchased items to appropriate departments as needed
• Assist with retail-based purchases when required
• Enter receipts and maintain purchasing records within software systems and spreadsheets
• Maintain and update Excel spreadsheets related to pricing, inventory, and vendor information
• Assist with maintaining vendor records and pricing histories
• Help ensure purchasing documents are complete and accurate
• Support customer service interactions with vendors, Babcock Center departments, and employees
• Assist with scheduling deliveries of furniture and other items with vendors
• Help maintain the Purchasing Department stock room in an organized manner
• Assist with household kit program ordering, including compiling orders and verifying inventory
• Support inventory counts and other inventory-related tasks as needed
• Help communicate and resolve routine purchasing questions between Purchasing and Account Payable
• Monitor and restock breakroom supplies
• Preform other related duties as assigned

Qualifications

• Must be at least 18 years of age
• Strong organizational skills and attention to detail
• Efficient computer skills, including experience with Outlook, and Word
• Intermediate experience/skill level in Excel preferred; beginner level required
• Comfortable with data entry and maintain electronic records
• Good customer service and interpersonal skills
• Ability to work cooperatively with multiple departments
• Valid driver’s license required
• Ability to lift up to 40 Lbs. and perform routine physical tasks as needed
• Ability to perform repetitive tasks and occasional physical work indoors and outdoors
• Purchasing experience preferred but not required

Working Conditions

Works in well-lighted and well-ventilated office area. Sits, stands, and walks during workday. Subject to working relationships with all employees of Babcock Center and other program staff.

Relationships and Contacts with Others

The Purchasing Associate must maintain a professional working relationship with internal and external customers.

Typical Physical Demand

Sitting, standing, bending, stooping and reaching. Frequent lifting. Manuel dexterity sufficient to operate standard office machines. Normal range of hearing and vision.

Typical Mental Demands:

Must be able to deal with stress associated with fast-paced work environment and multi-tasking. Formulate decisions and act upon them. Adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels. Maintain confidentiality of all sensitive information.

Hazards/Potential Hazards:

Cleaning chemicals, ergonomic hazards: static postures, repetitive motion, trip hazards such as file drawers and electrical wires.