Purchasing Manager

TELAMON-TRC COMMITMENT TO TRAUMA INFORMED CARE:

Telamon-TRC has taken steps to shift our organization into a Trauma-Informed Care (TIC) model. This changes our perceptions about the individuals that we work with, employees and customers, including families and children. A trauma-informed system of care provides services that empower employees and customers, including families and children, to feel safe, welcomed and engaged at all levels of organizational interaction. Exchanges that could be potentially retraumatizing, or trigger traumatic reactions require thoughtfulness and non-judgement. Ongoing, as an organization, we collaborate to educate employees about the effects of violence, victimization and trauma on individuals. This model supports a culture of safety for employees and customers, including families and children.

POSITION SUMMARY:

The Purchasing Manager plays a key role in advancing Telamon’s mission by ensuring that every purchase, contract, and partnership upholds the highest standards of stewardship and compliance. This position works closely with Program Directors to safeguard the integrity, timeliness, and completeness of all equipment and supply acquisitions, as well as all Request for Proposal (RFP) processes. The role also oversees Telamon’s in‑house travel program and leads the development and training of procurement policies that enable staff to operate efficiently, ethically, and in alignment with grant and contractual requirements.

DUTIES AND RESPONSIBILITIES:

1. Responsible to ensure that purchases are in compliance with approved policies, procedures and applicable grant/contract regulations. Ensuring “Free and Open Competition”, cost reasonableness, allowability, and necessity of all purchases.

2. Reviews requisitions/purchase orders and maintains a purchase order system to ensure appropriate general ledger coding and cost allocation in accordance with Telamon and federal agencies' rules and regulations.

3. Plan, prepare, and administer formal bid solicitations, including Requests for Proposals (RFPs), and Requests for Qualifications (RFQs). Develop clear and accurate bid specifications in coordination with internal departments.

4. Develop, implement, and update procurement policies and procedures. Train staff on procurement compliance, ethical standards, and grant requirements.

5. Focuses on obtaining cost savings to reinvest those funds in the various Telamon programs.

6. Maintains the Approvals Matrix to ensure that the proper approvals are in place on purchases, and the purchasing system is aligned with the purchasing system set-up.

7. Maintain strong relationships with vendors, suppliers, and service providers to ensure contract compliance, favorable pricing, sourcing, and supplier contract terms are favorable to Telamon. Serve as a liaison between program staff, finance, legal counsel, and external vendors. Resolve procurement disputes, contract issues, and performance concerns. Identify opportunities for cost savings, process improvements, and risk reduction.

8. Collaborate with finance and program teams to align procurement activities with budgets and grant timelines. Support grant applications, budget development, and funding modifications related to procurement.

9. Stays current on procurement by attending staff meetings, workshops, trainings, and seminars.

10. Works to generate and document In-Kind on all contracts and purchases.

11. Maintains Davis Bacon compliance on all construction, remodeling, or repair projects as required.

12. Ensure that the vast majority of purchases flow through the purchasing system.

13. Oversees the Travel Agency and travel policies and procedures.

14. Oversees Food Vendor and collaborates with operations to ensure that CACFP requirements are met.

15. Oversees Vendor Management and approves all Telamon vendors. Works with local Directors on use of local vendors.

16. Reviews equipment purchase to ensure grant funding, grantor approvals and if applicable board approval, are in place.

17. Collaborates with local staff on building and other leases to ensure the lease is within regulations and financially viable.

18. Provides training to staff on procurement related systems, policies and procedures.

19. Train, coach and develop assigned staff, including setting performance goals and conducting performance evaluations.

20. Perform all other duties as assigned by supervisor.

SUPERVISORY RESPONSIBILITIES:

Education and Experience Requirements:

• A Bachelor's Degree in Accounting, Finance or related fields required.

• Minimum of five years of purchasing experience.

• Supervisory experience required.

• Purchasing Management experience preferred.

• Federal Grant experience highly desired.

• Uniform Guidance, Head Start preferred.

• Knowledge of generally accepted accounting principles preferred.

Skills and Abilities:

• Ability to work quickly and efficiently in a fast-paced environment.

• Ability to communicate effectively with others (both orally and in writing).

• Strong customer service and problem-solving skills.

• Strong math skills.

• Mathematical reasoning.

• Strong Excel and financial management software skills.

ESSENTIAL JOB FUNCTIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Work is primarily performed in an office setting.

• Subject to long periods of sitting and exposure to computer screen.

• Occasional light lifting.

• Driving/sitting for prolonged periods of time.

• Keyboarding and data entry, use of telephone.

• All employees are subject to both a pre-hire and an annual background check. Specific rules by Area of Focus will indicate whether a state or federal fingerprint background check (or both) is required and the frequency. A fingerprint background check may suffice for a regular background check. Additional background checks may be required such as the Child Abuse and Neglect State Registry, and the Sex Offender Registry.

• Telamon Corporation / TRC employees that are required to drive a personal vehicle for work-related duties are to meet the auto insurance liability requirement. The minimum limits required are $100,000 each person bodily injury, $300,000 each accident bodily injury and $50,000 property damage. The insurance liability requirement covers use of an employee’s personal vehicle.

• Telamon Corporation/TRC employees that drive a company-owned/rental vehicle must maintain a satisfactory annual motor vehicle record check.

• Must have own transportation, a valid driver's license, and vehicle insurance.