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About the Role

The Purchasing & Procurement Assistant provides administrative and operational support for the agency's purchasing and procurement functions. This role assists with purchasing activities, vendor coordination, procurement documentation, fleet administrative support, office operations, and special projects, ensuring agency purchases are efficient, competitive, and compliant.

Responsibilities

• Assist with the preparation and processing of purchase orders.
• Obtain vendor quotes and pricing for agency purchases.
• Assist with Requests for Quotes (RFQs), Requests for Proposals (RFPs), and competitive bidding processes.
• Track purchase orders from initiation through delivery.
• Monitor outstanding orders and communicate with vendors regarding delivery status.
• Maintain purchasing files and procurement documentation.
• Assist with vendor onboarding, certificates of insurance, and required procurement documentation.
• Verify pricing and supporting documentation for purchases.
• Serve as a liaison between agency departments and vendors.
• Coordinate vendor appointments and deliveries.
• Maintain vendor contact information and procurement files.
• Assist with contract renewals and vendor documentation.
• Support the Procurement & Office Director with vendor communications and follow-up.
• Provide administrative support to the Procurement & Office Director.
• Prepare reports, spreadsheets, correspondence, and meeting materials.
• Maintain departmental filing systems and electronic records.
• Schedule meetings and coordinate calendars.
• Answer departmental telephone calls and respond to routine inquiries.
• Assist with special projects assigned by agency leadership.
• Assist with maintaining fleet records, including registrations, inspections, warranties, and insurance documentation.
• Coordinate administrative tasks related to agency vehicles.
• Assist with office supply purchasing and inventory management.
• Coordinate office equipment service requests.
• Support purchasing for new program startups, office relocations, and agency initiatives.
• Maintain procurement records in accordance with agency policies.
• Assist with preparing documentation for audits and regulatory reviews.
• Ensure procurement files remain complete, organized, and readily accessible.
• Maintain confidentiality of agency, vendor, and employee information.
• Participate in departmental process improvement initiatives.
• Crosstrain with other administrative staff as needed.
• Perform other related duties as assigned.

Requirements

• High School Diploma or GED required.
• Minimum of two (2) years of administrative experience with functional experience in purchasing, procurement, office administration, vendor coordination or customer services is required.
• Ability to sit for extended periods while working at a computer.
• Ability to occasionally lift up to 25 pounds.
• Occasional travel between agency locations.

Skills

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple assignments and meet deadlines.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to learn procurement, purchasing, and financial software.
• Ability to maintain confidentiality.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong follow-through and problem-solving skills.

Location

• Main Office - Riverhead, NY 11901

Work Type

• Full Time
• 35 hours per week

Experience Level

• 2 years of administrative experience

Education Level

• High School Diploma or GED
• Associate’s degree in business administration, Purchasing, Office Administration, or a related field preferred

Salary/Compensations

• $25.00 - $27.00 Hourly

About the Company

• Professional office environment.
• Frequent interaction with agency leadership, staff, vendors, and contractors.
• Occasional travel to agency sites for procurement or operational support.