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Purchasing Specialist - NEW!

Overview

Requisition Number:

7826

Date Posted:

4/30/2025

Location:

Albany Avenue offices

Address:

471 Albany Avenue

City:

Kingston

Category:

Administrative and Support

Description

We have a new full-time opportunity for a Purchasing Specialist in our Kingston offices. This position, which reports to the Director of Purchasing, will assist in determining the best sources of supply and investigate quality/quantity discounts.

Responsibilities include but are not limited to:

+ Answering phone calls and monitor the purchasing email box while working with agency staff to troubleshoot purchasing concerns and/or order discrepancies

+ Manages the workflow in Pairsoft/Paramount Software by monitoring and placing orders for all locations.

+ Assist end users and provides training classes as needed for the electronic purchase requisition process within the agency purchasing system Pairsoft/Paramount.

+ Prepare, process and reconcile incoming manual purchase orders outside of Pairsoft/Paramount Software.

+ Confirms terms with vendors, and, in cases where bulk orders result in better pricing, coordinate multiple purchase requests into a single Purchase Order.

+ Responsible for confirming of orders, managing back orders and deliveries to appropriate parties through the respective vendors Shipping and Receiving Departments.

+ Manages the inventory; PPE, DME, household, and office furniture at all storage locations throughout agency (Putnam, Ulster, Greene).

+ Works with programs and residences to re-order cancelled items or replace backorders.

+ Monitors and managers with the vendor the agency contracted prices for increases, and reports to Purchasing Manager.

+ Assists in researching purchase of industrial equipment and raw materials for subcontract jobs as needed.

+ Assists Purchasing Manager with special purchasing bid or quote projects as requested

+ Updates pricing within the Pairsoft/Paramount and Accounting software systems.

+ Responsible for reconciliation of all invoices to ensure accuracy against existing purchase orders.

+ Maintains a tracking system that identifies & monitors inventory and expenses to the appropriate programs when inventory items are issued.

+ Assists Purchasing Manager with the setting up vendors for agency

+ Responsible for tracking and maintaining records on all equipment purchased. Assist in ordering of best machines, tracking of service calls, maintenance and repairs for purposes of maintaining a replacement schedule, and warranty work.

+ Provides assistant to the Maintenance Department for procurement of products. Purchasing Specialist works with maintenance when research of new products is needed. Maintains and tracks all equipment purchased on a master spreadsheet, coordinates deliveries, and if warrantied (this is for individuals) assists with scheduling.

+ Supports the Front Desk when needed.

HOURS: 40/Monday through Friday/8:00 am to 4:00 pm

SALARY: $ 19.27 to $ 22.45 per hour

Minimum Requirements

+ Associate’s Degree required and or 3 year’s working experience in purchasing and online ordering systems, systems administration, database & order guide management required, OR

+ High School Diploma and 5-7 years experience working experience in purchasing and online ordering systems, systems administration, database & order guide management.

+ Working knowledge of Microsoft Office, Excel, Word, Power Point & Outlook required.

+ Excellent verbal & written communication and customer services skills required.

+ Must be able to perform basic math calculations.

+ Must be able to manage time effectively including the ability to multitask.

+ Experience with program integration software systems oversight, online invoicing and vendor account management a plus.

+ Knowledge of RFP biding process and experience with government contracts a plus.

+ Experience working with people with developmental disabilities a plus.