Purchasing/Inventory Agent

Position Purpose

Under the direct supervision of the Purchasing Inventory Manager the Purchasing/Inventory Agent reviews purchase order requests for complete information and inputs required information into computer; assists Purchasing/Inventory Manager in obtaining bids on equipment and RFPs for equipment and supplies and assists IDC personnel in obtaining appropriate price quotes; assigns ID numbers and maintains computerized inventory.

Distinguishing Characteristics

Inspire Development Centers provides Early Childhood Education (ECE) and social services to more than 4000 children, in center based and home based setting, at more than 27 Child Development Centers (CDC) throughout the State of Washington. Inspire provides services under various federal and state funded programs with differing regulations and stipulations, which must be coordinated and adhered to, including, but not limited to: Regional Head Start (RHS), Migrant Seasonal Head Start (MSHS), Early Childhood Education and Assistance Program (ECEAP) and Early Head Start (EHS). The agency is required to meet an annual quota of non-federal share (in-kind) funds. A large majority of children’s first language is Spanish.

Supervisory and Other Relationships

Purchasing / Inventory Agent reports to the Purchasing Inventory Manager and works closely with other IDC personnel and the general public.

Examples of Essential Duties and Accountabilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.

1. Review purchase order requests to insure they are complete with all information, including; vendor name, account number, date of service, complete description, amount, and authorized signature. Inputs required information into the computer system and works with vendors and directors/center supervisors throughout the purchasing/inventory process.
2. Assist Purchasing/Inventory Manager in obtaining bids on equipment and completion of the Request for Proposals (RFP) process, when necessary. Assist IDC personnel in obtaining appropriate price quotes, when necessary, to assure “Free and Open Competition”. Any unique orders, such as specialized equipment, are routed to the Purchasing/Inventory Manager.
3. Assign asset ID numbers to items identified as equipment and maintains the computerized inventory system.
4. Perform on-site equipment inventory of IDC facilities under the guidance of the Purchasing/Inventory Manager.
5. Perform site visits consisting of audits of petty cash, supplies, purchase order books, reorder guides, and equipment.
6. Follow-up on outstanding Purchase Orders per P.O. Status Report.
7. Maintain vehicle registration files to ensure that all vehicle licensing is current.
8. Complete credit applications, as necessary.
9. Assist the Purchasing/Inventory Manager with maintenance of the leasehold, land, building, and project(s) file. Coordinate the repair of special equipment.
10. Maintain an encumbrance purchase order system. At any time, able to give the unencumbered balance for a budgeted line item.
11. Show interest in furthering professional growth by attending staff meetings, workshops, trainings, and seminars.
12. Maintain confidentiality of program and client related information at all times.
13. Perform all other duties as assigned.

Minimum Qualifications

Incumbents are required to have demonstrated knowledge and abilities in these areas:

• High School Diploma or General Educational Development (GED) certificate, plus additional training in specialized or technical field;
• Experience working in a federally funded and regulated environment;
• Experience in policy and procedure development;
• Experience in strategic planning and facilitating planning groups;
• Experience in risk management;
• Excellent communication and interpersonal skills;
• Excellent problem-solving and decision-making skills;
• Understanding of the interrelationships between services and systems;
• Ability to learn new tasks quickly and efficiently;
• Ability to handle multiple tasks simultaneously and meet deadlines;
• Ability to gather and analyze data for reports via multiple modes;
• Ability to maintain a good working relationship with all co-workers and the general public and to use good judgment in recognizing scope of authority;
• Detail oriented;
• Strong customer service focus;
• Ability to work with culturally diverse population;
• Proficiency with personal computer, including Microsoft Office; and
• Accurate data management, documentation and recordkeeping skills.

These skills and abilities are typically acquired through a combination of education, experience and training. This combination will provide the competence to perform the work of the position.

Preferred Qualifications

• Good computer skills.
• Type 45-50 wpm with less than 5 mistakes.
• English/Spanish bi-lingual fluency.
• Bookkeeping or Accounting experience or education.

Position Requirements

Incumbents are required to have the following:

• Valid Washington State driver’s license;
• Proof of automobile insurance;
• Ability to travel to perform job duties and responsibilities;
• Must pass initial and periodic criminal and background check;
• Must pass initial and periodic employee health clearance; (present it within forty-five (45) days of employment);
• Current First Aid / CPR cards; (suggested for Safety Committee Members within thirty (30) days of membership);
• Subject to initial and periodic TB screen;
• Subject to random drug screen;
• Must sign a Confidentiality Agreement; and
• Must complete and sign a Conflict of Interest Disclosure Statement on an annual basis.