Hybrid Purchasing Supervisor presso BABCOCK CENTER INC

Description

General Purpose

The Purchasing Supervisor is responsible for complete oversight and supervision of the purchasing team as well as the negotiation, management, and execution of contracts across the organization. This position manages the RFP process for existing and new projects and must have a working knowledge and understanding of state procurement regulations and processes. The purchasing team focuses on procurement of quality services and supplies at the lowest and most responsible possible cost. It is necessary for the Purchasing Supervisor to develop and maintain strong vendor relationships and identify and execute cost savings opportunities.

Duties and Responsibilities:

• Oversee the daily workflow and schedule of the department.
• Collaborate with other departments and leadership to identify and develop needs and requirements for equipment, materials, products, and acceptable substitutions.
• Maintain, update, and revise Babcock Center’s purchasing policy and procedure manual.
• Manage the purchasing and procurement of services, supplies and equipment for Babcock Center, Inc. in accordance with policy.
• Perform cost analyses, identify key costs savings, and monitor sourcing and vendor performance.
• Ensure all procurement activities adhere to relevant laws, regulations, state, and Babcock Center policy and procedure.
• Recommend improvements for purchasing procedures.
• Manage and record purchasing and procurement contracts.
• Develop and manage and manage the process for all solicitations: invitations for bid (IFBs), requests for proposal (RFPs), and requests for quotation (RFQs).
• Lead the evaluation process, including technical and commercial analysis of bids, in order to make an informed recommendation to leadership and other relevant stakeholders.
• Assists management in resolving grievances with vendors, contractors, and suppliers.
• Engage in negotiation with suppliers to solicit the best pricing.
• Identify and mitigate risk associated with procurement activities.
• Coordinate the removal or disposal of surplus materials with the appropriate internal teams.
• Oversee emergency supplies inventory and surplus purchasing supply inventories to ensure appropriate inventory controls and adequate stock levels.
• Conduct period physical inventories of all inventoried items
• Maintain current set of MSDS (material safety data sheets) for applicable products.
• Inform Management of any unusual use of supplies or equipment.
• Maintain an inventory of supplies and equipment.
• Supervise the Purchasing Specialist.
• Maintain invoices and purchase order accountability.
• Ensure that all invoices are submitted on a timely basis for payment.
• Partner with the GL Accountant to administer and manage Babcock’s P-Card program.
• Conduct training for new staff and managers on processes such as the requisition process, household kit ordering process, and use of P-Cards.  When applicable, train employees on use, care, and preservation of items purchased.
• Prepare inventory subsidiary ledgers, reconciliations, and reports.
• Maintain approved driving privileges with Babcock Center.
• Perform special projects and other duties as assigned.

Qualifications

Required Skills/Abilities

• Ability to promote teamwork at all levels of the organization.
• Proficiency with Microsoft Office Suite with advanced knowledge of Microsoft Excel preferred.
• Excellent verbal and written communication skills with proven negotiation skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Supervisory and leadership skills with the ability to effectively train others.
• Ability to prioritize tasks and to delegate when appropriate.
• Thorough understanding of materials and supplies used in the organization.
• Experience with Financial Edge or Blackbaud systems is preferred.

Qualifications

• Procurement Certification and 3 years related experience or an equivalent combination of education and experience.
• Experience at a not for profit or government organization preferred.
• Knowledge of purchasing procedures, inventory control, budget planning, contract negotiation, and contract bidding.
• Knowledge of State Procurement Policies and Procedures.

Working Hours:

The Purchasing Supervisor will typically work 40 hours per week, Monday – Friday, 8:00am – 4:30pm but must be available for on-call hours including 24-hour emergency call and as-needed weekends and evenings.

Working Conditions:

Typically works in well-lighted and well-ventilated office area. Sits, stands, and walks during workday. May work in other company locations including residential homes and vocational activity centers. Subject to working relationships with all employees of Babcock Center and other program staff.

Supervision

The Purchasing Supervisor typically manages the Purchasing Specialist and may supervisor other positions as needed.

Relationships and Contacts with Others

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

Typical Physical Demands: 

Sitting, standing, bending, stopping, reaching, frequent lifting and manual dexterity sufficient to operate standard office machines. Must be able to lift 50lbs. Must have a normal range of vision and hearing.

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.