As a member of the Administrative Services team, the Purchasing Specialist implements purchasing of office supplies and equipment, and prepares invoices accurately and timely for submission to Fiscal for payment. The position also requires the closing of purchase orders in Salesforce. They may also perform other duties as assigned.
The Administrative Services team provides customer, purchasing, and office support services to SCS programs and departments. This includes purchasing of office supplies and equipment, Invoicing, internal/external room reservations, meeting room set-ups, file storage, and customer service to the community.
Responsibilities
Purchase Requests, Orders, and Inventory
- Responsible for reviewing, approving, and processing department-wide purchase orders from approved vendors such as Amazon, Office Depot, medical durable suppliers, etc.
- Receive and coordinate distribution of purchased products/items to programs and departments, including packing slips, invoices, and preparing check requests.
- Data entry of purchase information and documentation into Salesforce and/or electronic folders.
- Research and identify key vendors, including MWBE/SDVOB companies and suppliers.
- Manage MWBE/SVOB bids for special projects or building contracts.
- Receive and respond to staff inquiries concerning purchase order status or delivery via email or telephone in a timely manner.
- Prepare check requests for invoices received and submit to the Accounts Payable Fiscal team.
- Maintain inventory of office supplies, stationery, copier/printer supplies, and office forms.
- Troubleshoot issues regarding order with vendors and or program/department staff.
Customer Service (as needed)
- Provide coverage at the Customer Service Reception as assigned.
- Collect, process, and date-stamp outgoing regular/certified/overnight mail via USPS and/or FEDEX mail services.
- Run copier and mail machine monthly reports.
- Stamp and mail outgoing PPE to clients and/or employees (deliver to local post office as needed).
- Provide general office support to the Administrative Services team.
Physical Requirements
- Ability to walk for prolonged periods of time, including up and down stairs.
- Local travel via public transportation is required on occasion.
Qualifications
- High school diploma or equivalent; college a plus.
- Two years of administrative/office support experience.
- Microsoft Office and Excel proficiency; internet search skills and Salesforce experience a plus.
- Bilingual English/Spanish required.
SCS offers an excellent benefits package
Comprehensive medical, dental, and vision insurance
403(b) retirement plan with employer contribution
Flexible spending account and transit checks
Employee Assistance Program
20 days of paid vacation and 12 paid sick days per year
10 paid holidays
Six personal/floating days
Life insurance
Long-term disability
How to Apply
Send cover letter and resume to Yquinones@scsny.org. Please indicate “Purchasing Specialist” in the email subject line.
All positions at Sunnyside Community Services are filled without regard to race/color, religion/creed, national origin, age, sex/gender, sexual orientation, gender identity or expression, disability, pregnancy-related condition or lactation, military/veteran status, marital status, familial status, caregiver status, sexual or reproductive health decisions, height, weight, status as a victim of domestic violence/stalking/ sex offenses, predisposing genetic characteristic, immigration or citizenship status, prior arrest or conviction record, credit history, salary history, unemployment status, pre-employment marijuana testing, union affiliation/activity, or for reporting or opposing discrimination on these bases or for reporting or opposing violations of workplace health and safety, pay equity or practices, or for participating in any internal investigation or any legally protected status listed in the New York City Human Rights Law (NYCHRL). All are encouraged to apply.
Sunnyside Community Services strives to address, explore, and educate all our stakeholders about the diversity of human experience and to advance and integrate racial equity and social justice into all organizational policies and programs. We believe that everyone, regardless of who they are or what they do for the organization, should feel equally involved and supported.
Sunnyside Community Services represents a commitment to considering the whole person and how systemic barriers and access to opportunities can affect their well-being.
Equal Opportunity/Affirmative Action Employer