Purpose: Assist in the execution of Procurement and Resource Management directives to further agency missions and strategic initiatives.

Key Job Responsibility Areas

• Procurement

• Project tracking/management

• Contract coordination

• Inventory management

• Systems support/training

• Miscellaneous

Detail of Key Job Responsibility Areas

• Procurement Agent

• Prepare purchase orders and send copies to suppliers/vendors

• Coordinate the request and documentation of quotes and bids

• Research and assist Agency departments in identifying specific requirements and to locate options and alternatives, in consultation with manager

• Works closely with all stakeholders to ensure timely receipt and delivery of equipment, services, and supplies

• Maintain records to ensure compliance with internal and external policies and regulations

• Assists in maintenance of purchasing files, reports and documentation

• Assist in the provisioning of access and training/tech support to users

• Assist with administration of Procurement systems

• Monitor MWBE engagement and assist in grant compliance

• Project Tracking

• Support COAF/CORe/CoAR process

• Collaborate with project managers and department heads to understand project requirements and resource needs.

• Develop resource plans and schedules to ensure the timely allocation of personnel, equipment, and materials.

• Provide regular reports and updates on resource allocation and utilization to project stakeholders.

• Expense Reporting and Travel Coordination

• Monitor and assist with expense report creation and submission

• Assist with air, hotel and vehicle travel reservations

• Maintain database of travel and travelers and assign record locators

• Ensure accurate coding/accounting for all expenses

• Daily operation of travel and expense management system

• Contract Coordination:

• Monitor contract compliance and report any deviations or potential issues to the Compliance Audit & Risk Manager.

• Collaborate with various departments to ensure they are aware of and meet their contractual obligations, including routing of documents for review and signature.

• Maintain organized and up-to-date contract files, ensuring easy access to contract documents.

• Support the process of contract renewals, extensions, and amendments as needed.

• Inventory Management:

• Monitor inventory levels for agency supplies and materials.

• Utilize inventory management software and systems to track stock levels and trends.

• Replenishment Planning:

• Analyze historical data and forecasts to determine optimal reorder points and quantities.

• Generate requests for replenishment requests for procurement teams.

• Inventory Accuracy:

• Perform cycle counts and regular physical inventory audits to ensure data accuracy.

• Investigate and resolve discrepancies between physical inventory and system records.

• Stock Rotation and Shelf Life Management:

• Ensure the rotation of stock to minimize spoilage, obsolescence, or expiry.

• Monitor and manage items with limited shelf life.

• Inventory Reporting:

• Generate reports, including stock turnover rates, aging reports, and valuation.

• Provide management with insights and recommendations for improving inventory efficiency.

• Documentation and Record Keeping:

• Maintain accurate and organized records of inventory transactions, receipts, and adjustments.

• Ensure compliance with regulatory requirements, if applicable.

• Accounts Payable Support

• Assist AP team with organization of files, digital and physical

• Provide general support to agency with routine requests, including incentive cards

• Monitor open invoices and Purchase Orders

• Miscellaneous

• Requires the ability and commitment to respect and support inclusiveness and diversity including but not limited to individuals of different backgrounds, cultures, races, ages, sexual orientations, gender identities or expressions, experiences, opinions, etc.

• Requires individual demonstration of commitment to the One Trillium values, behaviors and business impacts and modeling them in the organization

• Responsible for maintaining confidentiality of all patient, client, employee, protected and proprietary information

• Employees are accountable for meeting the performance standards of their departments and must participate as requested in compliance audits, process improvement and quality improvement plans.

• Other specific duties as assigned.

Qualifications

Degree (BS/BA preferred) in business administration, supply chain management, finance, economics, or a related field.

Competencies

Strong analytical skills to assess data, identify trends, and make informed decisions. Proficient in standard office productivity software, and awareness of procurement and financial management system

Solid understanding of procurement principles, including sourcing, vendor management, contract negotiation, and supplier relationship management.

Excellent communication skills to interact with various stakeholders, including suppliers, internal departments, and senior management.

Attention to detail and problem solving skills

Strong project management skills, including time management, prioritization, and coordination.

Physical Requirements

While performing the duties of this job the employee is required to stand, sit, walk, use hands to finger, handle, or feel; reach with hands and arms, talk and hear. Occasionally the employee must stoop, bend and lift or move up to 25 lbs. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.