POSITION TITLE: PURCHASING ASSISTANT
GRADE: 8
DEPARTMENT: Purchasing
REPORTS TO: Senior Purchasing Agent
FLSA STATUS: Non-ExempT
UNION: Teamsters Local 122
ABOUT US
The Cambridge Housing Authority ("CHA"), a leader in developing and maintaining affordable housing communities, is seeking a qualified and highly motivated candidate. By focusing on policy innovation and family economic opportunities, the CHA is committed to developing and managing safe, high quality, affordable housing for low-income individuals and families. CHA provides long-term rental housing and rental assistance to more than 5,500+ individuals and families through its Public Housing and Housing Choice Voucher (HCV) Programs. CHA has been awarded accreditation by the Affordable Housing Accreditation Board (AHAB) and was the seventh affordable housing provider in the nation to receive this prestigious accreditation.
CHA offers competitive compensation commensurate with experience. Our generous benefits package includes health and dental insurance, paid time off, paid holidays, life and disability insurance options, tuition reimbursement, commuter benefits, retirement pension and deferred compensation 457b plans, and more! CHA employees enjoy flexible work schedules including a hybrid work environment consisting of a combination of on-site and work from home days.
SUMMARY
The primary purpose of this position is to assist the Senior Purchasing Agent in the maintenance of the Cambridge Housing Authority’s (“CHA” or “Authority”) procurement system and adherence to its policies.
All activities must support the CHA’s strategic goals and objectives and produce results that accomplish the goals of the Purchasing department.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED; and the equivalent of one year of responsible experience in purchasing or financial record keeping. Must have valid Massachusetts driver’s license and be insurable under CHA policies. An equivalent combination of education and experience may be considered. Massachusetts Certified Public Purchasing Officer (MCPPO) Certification preferred.
Technical Skills
To perform this job successfully, an individual should have strong computer skills (MS Office Suite 2000 and Internet Explorer). Working knowledge of electronic data processing systems is desirable (i.e. Emphasys).
Possess typing speed of 45 wpm or higher. Ability to learn other computer software programs may be required by assigned tasks.
OVERVIEW OF ESSENTIAL DUTIES AND RESPONSIBILITIES
The below statements describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.
PURCHASE ORDER PROCESSING:
- Maintains detailed and accurate purchasing files and vendor contact list
- Reviews all purchase requisitions for accuracy according to the CHA procurement policy
- Prepare advertisements for newspaper, CommBuys, and Central Register
- Distributes purchase orders to managers, vendors, and accounts payable in a timely manner
- Recording Secretary for all public bid openings handled by Purchasing Dept.
- Obtain wage rates for construction projects. Send wage rates and payroll form to vendor.
- Confirm correct wage rates were paid for project. Follow-up with vendor as needed.
- Create electronic file folders for new vendors. Save all back-up including invoices, quotes, wage rates, and payroll reports.
- Maintain list of all vendors electronically with email address and contact person.
- Orders office supplies for Purchasing Department as necessary
- Performs other related duties as assigned
PROCUREMENT CARDS:
- Create and maintain files for all cardholders
- Download monthly P-card statements for CHA and affiliate properties
- Distribute monthly statements to all cardholders
- Prepare monthly folders for all receipts and statements
- Verify all monthly receipts are received and confirm all information is contained in receipt. Follow-up with cardholders as required.
- E-mail affiliate P-card statements and receipts to outside firm end of month.
- Distribute monthly report to Operations and Executive Department which include all Procurement card statements
- Create electronic files in The Box. Upload monthly P-card and Affiliate reports
PROJECT FILES:
- Create file folders for all Purchasing projects.
- Keep electronic list of project files current.
- Schedule conference room for bid openings handled by Purchasing
- Send bid packages electronically for advertised projects, and update electronic LOG BOOK
- Distribute and track all bid packages, addenda and update information in electronic log book.
- E-mail list of plan holders to Central Register on a weekly basis as needed
- Maintain all bid files and keep a binder listing all Bid Tabs issued
- When projects are awarded, prepare Bid Tabs and e-mail to bidders and publishing companies
- Prepare award of contract for Central Register
- Return bid packages when contract has been awarded
COMPETENCIES
To perform the job successfully, an individual should demonstrate the following competencies:
Behavioral Competencies
Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; persists despite obstacles and opposition.
Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; recognizes working colleagues as customers.
Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; listens effectively.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; does fair share of work.
Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Job Competencies
- Knowledge of procurement and accounting policies, procedures, regulations and guidance materials
- General knowledge of data processing systems
- Ability to perform simple accounts payable functions
- Ability to follow oral and written instructions
- Ability to work with all levels of staff to accomplish departmental goals and objectives
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must occasionally transport up to 10 pounds.
WORK ENVIRONMENT
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.
Office environment. The noise level in the work environment is usually moderate.